Administrative Assistant – Planning

Proofing & Editing

• Proofread and edit staff reports, bylaws, policy documents and correspondence for consistency and accuracy, requiring strong English language writing skills.
• Prepare correspondence, presentations and reports from verbal instructions, rough notes and other materials.

Document Management

• Upload all materials for Council meetings, copy and distribute Planning reports to the appropriate departments for agenda review.
• Create templates and manuals for department staff, working within an environment of process improvement.
• Responsible for FOIP Requests related to department documents. Search, scan and compile relevant records for the request, tracking time and submitting formal responses to FOIP Coordinator.
• Manage finance, purchasing, supplier, reporting, and other physical and digital department paperwork in an effective and efficient manner.
• Coordinate with Planning staff on the distribution of file circulations, as well as assisting on subdivision and development correspondence.
• Prepare correspondence for bulk mail outs and circulations.

Customer Service

• Promptly respond to external customer and internal department enquiries verbally and in writing in a polite and courteous manner.
• Assist other departments and customers on requests through research and data collection.

Meetings

• Collect and assemble materials for meetings, prepare agendas, and as required attend meetings for the purpose of taking accurate minutes.
• Possess considerable knowledge of customary and formal meeting procedures and the purposes and uses of meeting reports.
• Able to take dictation, record accurate meeting minutes, type and transcribe complex and technical material at an efficient and accurate level.
• Coordinate and schedule appointments, meetings and other special time commitments. Apply independent judgment in evaluating requests against established guidelines provided.
• Assist in community engagement events, welcoming attendees, recording contact details and responding to questions.

General

• Assist in the collation, analysis, and presentation of department statistics for use by the department, senior management and Council.
• Use business and Planning software to work efficiently and effectively on different tasks and projects.
• Maintain confidentiality at all times, as the information contained in memos, letters, forms, reports, policies, procedures, agendas, draft publications, and conversations is sensitive in both nature and timing.
• Use sound judgment to make decisions relevant to the position, and in accordance with the broad guidelines provided.
• Communicate effectively in a regular and ongoing manner regarding the status of projects, questions and items for clarification, and emerging issues of importance.
• Thoroughly research and report on administrative projects in an accurate and timely manner.
• Display a professional and ethical responsibility to protect privacy, use information appropriately, and maintain the confidentiality and security of all information and conversations related to employees, business, and residents of Rocky View County.
• 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.