Position Summary The Administrative Assistant provides high-level administrative, financial, and technical support to the Community Services Division. This role requires strong organizational, communication, research and technical skills to manage complex documentation, coordinate schedules, support budget and financial reconciliation activities, and facilitate internal and external information requests.

Core Accountabilities

Administrative &

- Departmental Support Provide direct administrative support to division and department operations, including calendar management, meeting coordination, correspondence, and follow-up on action items.

Prepare agenda and meeting materials, schedule meetings, and assist with briefing notes, summaries and/or meeting minutes when required.

Assist in planning and running community engagement events, for example through booking venues, preparing information materials, welcoming attendees, recording contact details and responding to questions.

Help coordinate councillor enquiries received by the division and promptly respond to external customer and internal department enquiries in a polite and courteous manner.

Lead responses to Access to Information Act (ATIA) requests related to department documents. Search, scan and compile relevant records for the request, tracking time and submitting formal responses to the ATIA Coordinator.

Provide administrative support for division and department projects and programs being the key administrative resource for the project team throughout the project. Collate performance and volume data, survey responses, mapping information and other information that contributes to department or division-wide reporting.

Technical

Writing, Editing &

- Document Management Proofread, edit, format, and prepare policy or technical documents, reports, presentations, and correspondence to ensure accuracy, clarity, consistency, and qualified standards.

Apply advanced formatting skills to complex documents, including tables, charts, templates,



styles, and document controls.

Maintain organized digital filing systems for records, reports, and correspondence.

Upload all materials for Council meetings, copy and distribute Planning reports to the appropriate departments for agenda review.

Create templates, guides, reports and manuals for department staff and other audiences, working within an environment of process improvement.

Manage finance, purchasing, supplier, reporting, and other physical and digital department paperwork in an effective and efficient manner.

Coordinate with Planning and Engineering staff on the distribution of file circulations, as well as assisting on subdivision and development correspondence.

Prepare correspondence for bulk mail outs and circulations. Financial &

- Budget Support Support financial reconciliation activities, including tracking expenditures, reconciling accounts, and maintaining accurate financial records.

Assist managers with budget preparation, monitoring, reporting, and variance tracking.

Coordinate with finance staff as required to support accurate and timely financial reporting.

Track and administer purchase orders, invoices, and third-party billings, including monitoring payment status and following up on outstanding or delinquent accounts as required. Access to Information &

- Records Support Support the coordination and facilitation of Access to Information and Privacy (ATIP) requests, including gathering documentation, coordinating submissions, and tracking timelines.

Ensure sensitive and confidential information is handled in accordance with applicable legislation and policies.





Provide administrative support for engineering records and information management, including document preparation, filing, scanning, and maintenance of digital and physical files in accordance with corporate file management standards.

General

Assist in the collation, analysis, and presentation of department statistics for use by the department, senior management and Council. Work in accordance with the requirements established by the RVC Health and Safety Program and the Alberta OHS Act, Regulation and Code.

Take reasonable care to protect their health and safety and other persons at or in the vicinity of the worksite while they are working.

Perform other duties and special projects as assigned.

Position

Requirements

Completion Administrative Professional (or equivalent) certificate with at least three (3) years of administrative experience, preferably in a planning, technical, engineering, or public-sector environment is required. Advanced proficiency in Microsoft Office Suite, specifically Microsoft Word, Excel, and PowerPoint.

Demonstrated technical writing, proofreading, editing, and document-formatting skills.

Demonstrate an extremely high level of accuracy and attention to detail.

Solid research skills and critical thinking.

Strong financial aptitude with experience supporting budgeting and financial reconciliation activities.

Excellent organizational and analytical skills with the ability to manage multiple priorities and high volumes of information.

Strong verbal and written communication skills with a high level of professionalism.

Familiarity with Access to Information requests and facilitating submissions is an asset.

Ability to work independently, exercise sound judgment, and maintain confidentiality.

A working knowledge of GIS is required.

Experience in Contract Administration would be advantageous.

Previous working knowledge of databases is preferred.

📌 Administrative Assistant, Community Services Division (Temporary 18Months) (Rocky View County)
🏢 Rocky View County
📍 Rocky View County