Position Summary:

As a member of the Community Operations team, the Administrative Assistant provides administrative and professional services in support of the City’s overall operations and development. This includes, but is not limited to, acting as the first point of contact for the Community Operations Department. Performance of office duties, answering phones, responding to resident and customer inquiries, prepare invoices for payment and other duties as assigned, including cross training in other areas of the Community Operations Team.

Temporary position July 2025 to April 2026

Key Accountabilities:

• Provides administrative and professional support regarding:
  • Community Operations support: drafts and follows up on any required work orders; supports public engagement initiatives; tracks purchase orders and inventory; supports Department Managers as required. Creates and prepares scheduled reports, presentations, and documents, submits, and reconciles expense reports.
  • Administrative support: assists with receiving and directing visitors and residents, customer/staff inquiries; creates purchase orders; entering and updating data into electronic forms and databases, May compile data, statistics, and other information as necessary, resolves administrative problems and inquiries, updates and maintains office policies and procedures.
• Appropriate and responsible use of confidential information; maintains confidentiality and security of all information related to the city.
• Ensures a safe and healthy work environment for staff, visitors, the community, and stakeholders, e.g., participates in workplace safety initiatives, participate in formal and informal worksite safety and workplace inspections and audits, ensures compliance with the City’s Health and Safety Management System, reports and assists in the analysis of near misses or incidents.
• Participates as a member of the Chestermere Emergency Response team in preparing and enabling the community to respond in the event of a local or regional disaster.

Note: The above statements are intended to describe the general nature and level of work being performed by the incumbent of this job.  They are not intended to be an exhaustive list of all responsibilities and activities required of this position.

Required Education and Experience:

• High school diploma: additional qualifications/education would be considered an asset.
• 4 years of directly related experience as an administrative assistant in a municipal or similar office environment.

Required Certifications and/or Documentation:

• Valid Class 5 Alberta Driver’s Licence and Drive’s Abstract deemed satisfactory by the City.
• Criminal Record Check deemed satisfactory by the City.

Expected Skills and Attributes:

• Strong customer service and communication skills, both written and verbal; ability to communicate effectively in written and oral form, e.g., maintain ongoing communication to anticipate and prevent potential problems, develop, and maintain positive and effective working relationships with staff, the public and other stakeholders.
• Solution orientated thinker with the ability to problem solve and interpret policies.
• Knowledge of office management systems and procedures
• Self-motivated, strong time management, highly organized and detail orientated.
• Strong work ethic: ability to work in a fast-paced environment where competing priorities are managed and responded to in a timely matter.
• Strong Proficiency with MS Office (Word, Excel, PowerPoint, and Outlook).

Working Conditions:

• Normal office conditions; extended periods of sitting, reading and concentration.

Union: CUPE Local 37

Position Type: Temporary

Location: Community Operations 

Compensation: Pay Grade will be determined by position placement.

Pay: $31.52/hr (you'll find the detailed information in Appendix A of the draft collective agreement) 

Days of Work: Monday to Friday

Start Date: July 2025