General

Reporting to the Manager of Community Services, the Administrative Assistant – Community Services provides administrative, clerical, and basic financial support to the Managers & Supervisors within their Department.

Primary Responsibilities:

• Support the Emergency Support Services (ESS) Director by participating in required training, assisting with development of the ESS plan and documentation, contributing to volunteer recruitment and training initiatives, and supporting the Emergency Services team during emergency situations as required.
• Aid in the intake and preparation of income tax returns for the Volunteer Income Tax Program.
• Manage the CSERV email account and respond to inquiries via social media, website, phone, and in-person channels.
• Support program coordinators in managing vendor contracts, insurance, and Workers’ Compensation Board (WCB) coverage.
• Administer the special events application process for both internal and external requests.
• Provide administrative support for community grant programs.
• Create, coordinate, and update promotional materials across multiple platforms, including the Town of Edson website, social media, newspaper, radio, and the “Explore Edson” brochure.
• Assist in the recruitment, training, and orientation of volunteers and staff for community-based programs.
• Compile and prepare reports, data, and statistics for submission to Administration, Council, stakeholders, government agencies, or funding bodies.
• Act as recording secretary to Department, Board, or Committee meetings as directed.
• Respond accurately to questions from the public regarding departmental matters, referring inquiries of a more complex nature to the Manager or appropriate staff member.
• Receive and record monies, prepare invoice requests and prepare departmental purchase orders.
• Use a variety of time management tools including electronic calendars, to manage departmental tasks and appointments.
• Assist with the preparation of documents such as Contracts, Requests for Proposals, Agreements, etc.
• Maintain inventory control and distribution of office supplies for the department.
• Maintain and update a procedure manual for the position.
• Maintain departmental Health and Safety records.
• Attend position-related seminars as directed by the Manager.
• Perform other duties as directed by the Manager.

Human Resources, Team Management, and Leadership

• Foster a team environment which inspires hard work, dedication, collaboration, and fun supporting a positive organizational culture.
• Responsible for maintaining a working environment which includes integrity, trust, and respect in accordance with Town policies.

Public Relations

• Establish and maintain positive constructive relations with internal and external clients.
• Respond to concerns and complaints in a timely and tactful manner, and in accordance with Town policies and bylaws.

Corporate/Administration

• Understanding role within adopted policies, procedures and bylaws and ensuring they are followed in decision making and in the delivery of services.
• Respect and uphold organizational and staff confidentiality.
• Cross train and be available to cover other Admin positions as may be required.

Health and Safety

• Comply with all health and safety practices as it relates to the work, standard operating guidelines and the Occupational Health and Safety Act.
• Actively participate in Formal Workplace Inspections in area of responsibility.
• Review pertinent Hazard Identification, Assessment and Control worksheets on an annual basis as required by the Municipal Health and Safety Program.
• Participate in training and ensure being adequately trained and competent to perform the work.
• Ensure that all Safe Work Practices and Procedures are followed.
• Act upon all reports of any unsafe conditions, potential work hazards or incidents.
• Ensure the protective equipment, devices or clothing are maintained in good working order and used correctly.
• Advise your Manager of all observed Health and Safety concerns.