Administrative Assistant

Full Job Description

If you are committed to public service, enjoy collaborating with others, share our values and have a desire to learn and grow, join The City of Calgary. City employees deliver the services, run the programs and operate the facilities which make a difference in our community. We support work-life balance, promote physical and psychological safety, and offer competitive wages, pensions, and benefits. Together we make Calgary a great place to make a living, a great place to make a life.

The City is committed to fostering a respectful, inclusive and equitable workplace which is representative of the community we serve. We welcome those who have demonstrated a commitment to upholding the values of equity, diversity, inclusion, anti-racism and reconciliation. Applications are encouraged from members of groups that are historically disadvantaged and underrepresented. Accommodations are available during the hiring process, upon request.

As an Administrative Assistant, you will provide high level administration and business support to the Fire Training Academy within the Calgary Fire Department (CFD). Primary duties include:

• Coordinate and schedule meetings and organize resources and equipment on behalf of the division leaders.

• Process accounts receivables/payables through AP workflow.

• Set up Purchase Order Requisitions requests/updates and Non-PO requests.

• Perform records management for personnel files and training courses.

• Organize and compile required course materials such as binders, handouts, and printing.

• Maintain registration and exam records for all Heart & Stroke courses.

• Act as an administrator for the Heart and Stroke website, adding courses and students.

• Assign and track 1500 keys to students of Heart and Stroke courses annually.

• Liaise with students, provide notification of course registration, key assignment and deadlines; track keys to registered students.

• Develop, prepare and compose a wide variety of correspondence including meeting minutes, agendas, letters and memos, and help senior staff manage information.

• Receive and prioritize incoming correspondence through paper and electronic formats; respond to inquiries and recognize time sensitive and confidential issues.

• Perform office support duties such as photocopying, faxing and scanning correspondence, including relevant data entry and records management.

• Maintain an inventory of office supplies.

• Assist other Fire Training Academy Administrative Assistant with work load and perform reception relief duties.

• Complete and balance personal expense reports, manage purchase orders and travel arrangements within the division.

• Reconcile monthly procurement card statements for senior management, managers and/or supervisors.

Qualifications

• A High School diploma or equivalency (e.g. GED), job related course work in Office Administration, Secretarial Arts, Business or Administration and at least 5 years of office experience, OR;

• A completed 1 year certificate in any one of the related fields of study as outlined above and at least 3 years of office experience.

• Preference will be given to applicants who have previous experience in emergency management and/or emergency services.

• Intermediate proficiency in Microsoft Office (Word, PowerPoint, Excel and Outlook) will be considered an asset.

• You have strong interpersonal communication and organizational skills and the ability to manage a variety of functions at one time.

Pre-employment Requirements

• Successful applicants must provide proof of qualifications.

Union: CUPE Local 38

Business Unit: Calgary Fire Department

Position Type: 1 Permanent

Compensation: Pay Grade 6 $30.69 - 41.04 per hour

Days of Work: This position works a 5 day

work week with 1 day off in a 3 week cycle.

Hours of work: Standard 35 hour work week

Audience: Internal/External

Skills

• SAP Workflow
• Course Management Systems
• Enterprise Messaging Administrator

Requirements

• Availability Full-Time
• Education Bachelor
• Experience 1 - 3 Year
• Gender No Preference