General Responsibilities

• Provide senior-level, confidential administrative support to the CAO, Mayor, and Town Council.


• Assess ongoing functioning of the CAO and Mayoral Offices and recommend or implement solutions to improve communication and information flow efficiently to other departments.


• Prepare, amalgamate, and distribute all information and attachments for weekly Senior Leadership Team Meeting and monthly Managers Meeting agendas.


• Represent the Town in a professional, courteous manner.


• Schedule appointments and set up meetings for Mayor or Deputy Mayor and ensure appropriate representation for greetings and welcomes at events.


• Manage calendars for Mayor, Council and CAO, ensuring events are well attended.


• Review, evaluate and determine the priority of requests and complaints; evaluate and gather background information from appropriate staff and/or recommend or take action to resolve the matter, and provide a summary of actions to the CAO or Mayor.

• Plan and coordinate Mayor and Council-hosted events and other functions delegated by the CAO.


• Coordinate regional events with neighbouring municipalities, observing regional standards and working within budgetary parameters; authorize and approve invoices and contracts related to events/functions.


• Work closely with CAO to organize the annual Council Strategic Planning Session.


• Coordinate all conference registrations and travel arrangements for CAO, Mayor, and Council, and occasionally for the Senior Leadership Team.


• Coordinate tasks requested by the Mayor or CAO, such as special greeting cards, staff retirement or sympathy expressions, letters of support, congratulatory messages/certificates, program messages, etc.


• Act as a liaison between the CAO and other departments concerning Town events or functions.

• Act as liaison between Mayor, Council, CAO, provincial, federal, and municipal governments, external agencies, business/industry officials, local boards/committees, and residents.

• Provide general supervision, coordination, and cross-training for the Town’s Admin pool.


• Provide coverage for the duties of the Legislative Officer as needed.


• Prepare, proofread, and edit correspondence for signing by the CAO and Mayor; edit materials prepared by staff for content and compliance with organizational standards and formats.


• Using discretion, manage sensitive and confidential corporate office documents: receive, screen, and distribute to necessary departments for a response if required.


• Work closely with Corporate Services staff to develop workable templates for organizational correspondence adhering to the Town of Edson branding guidelines.

• Manage the budget, expenditures, and financial coding/reporting for the EA’s, CAO’s, and Mayor’s corporate Visa.


• Assist Mayor and Council with reconciliation of Visa statements and expense reports; verify and check statements for accuracy; arrange for approval and processing in accordance with policy.


• In alignment with the Purchasing Policy, prepare Invoice Payment Authorization forms as required.


• Track and approve invoices relating to annual subscriptions, memberships, conference fees, goods, and services purchased on behalf of the organization as it relates to the CAO, Mayor, Council and EA position.


• Responsible for selecting and purchasing specific promotional items for the Mayor’s requirements; research, budget, select, and approve all purchases.


• Assist with preparing departmental annual operating budgets that work towards the municipality’s strategic priorities.

• Maintain and file applicable records in accordance with the Town’s Records Management and Retention Bylaw.


• Maintain all data assets in the Mayor and CAO Office and develop an effective tracking/managing system to monitor data assets throughout their lifecycle.


• Ensure all data assets are appropriately filed, retained, and archived.

• Comply with all Town policies, work procedures, rules, safety instructions and relevant directives in the Occupational Health and Safety Act, Regulation and Code.


• Promote health and safety initiatives within the Department.


• Comply with roles and responsibilities outlined in the Occupational Health and Safety Act.


• Participate in workplace safety initiatives, including conducting/participating in formal and informal worksite safety inspections and audits.


• Report all incidents, including near misses, to appropriate personnel.

• In collaboration with the Communications Coordinator, develop, maintain, and create Mayor and Council website pages.


• Enhance the Town’s image at all levels of contact by fostering positive working relationships with government agencies, the private sector, community organizations, businesses, and residents.


• Act as a steward of the Town’s corporate culture by following the corporate values and leadership principles and maintaining a positive attitude during difficult situations

Requirements:

Additional Job Information:

Posted Date: May 04, 2022
Closing Date: May 20, 2022