Administrative and Reception Assistant

KEY DUTIES AND RESPONSIBILITIES
Reception and Front Desk Support (50%) 

• Serves as a primary point of contact for residents, ratepayers, vendors, visitors, and other stakeholders in person, by telephone, and electronically.
• Responds to general inquiries, provides accurate information regarding County programs and services, and directs complex or specialized inquiries to the appropriate department or employee.
• Provides professional, courteous, and solution-oriented customer service, including responding appropriately to difficult, sensitive, or escalated interactions.
• Receives, processes, and receipts payments in accordance with established cash-handling and financial-control procedures.
• Issues landfill and fire permits.
• Receives and distributes incoming mail, courier deliveries, and other correspondence and coordinates outgoing mail as required.
• Supports corporate office supply ordering and inventory.
• Maintains the security and confidentiality of information received through front-line interactions.
• Maintains an organized, professional, and welcoming reception area.

Corporate Finance and Treasury Support (30%) 

• Accepts, processes, and receipts payments for municipal taxes, accounts receivable, permits, licences, and other municipal goods and services in accordance with established procedures and internal controls.
• Reviews and codes departmental accounts payable invoices and routes invoices for appropriate approval.
• Performs financial data entry and peer review/verification of transactions to support the County’s internal control framework.
• Prepares and enters routine journal entries into the County’s financial system in accordance with established procedures.
• Prepares and distributes accounts receivable invoices, vendor payments, taxation notices, and other financial correspondence and mailouts as required.
• Provides front-line assistance with property tax, utility, accounts receivable, and payment inquiries and escalates complex matters as appropriate.
• Maintains departmental statistics, logs, and other records required to support operational and program reporting.
• Identifies discrepancies or unusual transactions and refers them to the appropriate employee or supervisor for review.
• Handles financial and personal information in accordance with applicable legislation, County policies, and confidentiality requirements.

Administrative Support (15%) 

• Drafts, formats, proofreads, and distributes correspondence, reports, forms, and other Corporate Finance and Treasury department documents.
• Maintains Corporate Finance and Treasury department electronic and physical records in accordance with corporate records-management requirements.
• Coordinates Corporate Finance and Treasury department administrative and operational mailouts.
• Maintains Corporate Finance and Treasury department SharePoint sites and shared electronic information.
• Provides administrative support to Corporate Finance & Treasury leadership and staff, including meeting, document, correspondence, and records support as required.
• Assists with Corporate Finance and Treasury department projects, process improvements, and other administrative initiatives as assigned.

Other Related Duties (5%) 

• Performs other related duties as required.
• Adheres to guidelines as set out in Sturgeon County’s policies and administrative directives.
• Adheres to applicable responsibilities and accountabilities as outlined in the Sturgeon County Health and Safety Management System.