Administrative Assistant – Protective & Community Services

Duties & Responsibilities:

• Acts as a first point of contact for Protective & Community Services providing front line operational and administrative assistance via phone, email, or in person.
• Follow-up and respond in a timely and accurate manner to community and staff regarding department matters, while creating a corresponding document for further escalation and tracking as required. Referring inquiries of a more complex nature to appropriate division and/or personnel.
• Establish and maintain a good working relationship with all departments.
• Provides professional administrative support to ensure efficient and effective operations of the Director’s office.
• Assist the Director, as necessary, in the preparation of reports and documents for Council, committees and boards.
• Recording secretary for department and project meetings, includes but is not limited to the coordination of meetings, preparing agendas, taking meeting minutes and the distribution of documents and correspondence.
• Assist in the coordination of divisional training and administer training records and certifications accordingly.
• Sound judgement and discretion when responding to inquiries regarding classified and confidential information.
• Participate in training and emergency management exercises.
• Provide logistical support for training and other large-scale planned events (i.e. Emergency Preparedness Week, Fire Prevention Week).
• Assist in the development and maintenance of emergency resource contact lists and databases.
• Participate in research and development of plans related to each of the divisions, which will include bylaws, policies and procedures, ensuring alignment with legislative and regulatory requirements.
• Assist in ensuring the ongoing readiness of Incident Command Post (ICP) and Emergency Coordination Centre (ECC) for activation.
• Research and assist with applications for grant funding that would enhance department services, as well as relevant community groups, and submit appropriate reports.
• Assist with providing overall clarification and interpretation of departmental policy, processes and legislation to internal and external stakeholders.
• Track and record departmental contracts and expenditures.
• Assist with the data input of Provincial and Municipal orders, citations, warnings and courtesy tags.
• Ensure billing for divisional response activities is complete and documented.
• Liaise between enforcement services and outside agencies and partners (i.e. AB Provincial Court, Crown Prosecutors Office and RCMP).
• Enforce action inquiries through the Provincial A.P.I.S. system.
• Ability to work evenings and weekends as required.
• Perform other duties as assigned.