The Executive Assistant / Legislative Services Coordinator provides administrative support and reports to the Chief Administrative Officer (C.A.O.). The position will also provide some administrative support to department heads and assist the CAO with providing support to Council.
Key Responsibilities Include:
Core Position Responsibilities:
Executive Assistant Support to the CAO, Council and Committees including but not limited to:
Basic correspondence, scheduling and organizing meetings, creating decision report templates, delegation of routine projects, organizing events, other duties as assigned.
Creation of Meeting agenda packages for Council and various committees
Maintain files for Contracts/Agreements, Policies, Bylaws, Minutes, other systems
Basic Updating of material to the M.D. Website – uploading changed data and pictures
Maintaining some M.D. of Ranchland Social media sites
Attending Council and some Committee meetings to perform the recording of the minutes
Back-up role for the following:
Front Office Clerk Position
Front counter duties
Other potential current/future development competencies
Health Benefits/HR programs support – Health/HR program resource person/liaison.
Safety Program Clerical Support.
A support role in response to Disaster Services Events/Exercises/Plans.
Commissioner for Oaths.
Understanding of Freedom of Information and Protection of Privacy (FOIP) matters.
Deputy Returning Officer for Municipal Elections.
Other opportunities / job responsibilities, as the need is identified by the Municipal District
Core Skill Competencies
Proficiency with the following Products or willingness to become proficient:
MS- Office Suite
MS – Outlook
Other relevant software
General MS-File Explorer functionality
Proficiency in the following areas:
competent internet navigation skills
Superior public interaction skills and a proactive Customer Service outlook
Developed written and verbal communication skills
General office equipment skills
Ability to act with discretion while maintaining a professional demeanor under occasionally stressful circumstances.
Ability to maintain required confidentially on relevant municipal matters.
Actively participate in the Municipal Health and Safety Program
Ability to commute to the office worksite 12 months per year
Able to accommodate occasional evening work hours for Council and Committee meetings
RCMP Criminal Records Check
Valid Driver’s License with current Driver’s Abstract
Education and Experience
Minimum High School Diploma
Minimum 3 years related experience in an Executive Assistant / Legislative Assistant or similar capacity. Equivalencies may be considered.
Post-secondary diploma/certificate in Office Administration/Business Administration or relevant discipline considered an asset.
Experience working in a municipal government environment considered an asset
Education in Local Government Administration considered an asset