Public Safety Administrative Assistant

Duties & Responsibilities:

General Duties

• Provide professional administrative support on a wide range of tasks and workplace activities as assigned
• Prepare various types of correspondence including legal documents such as contracts and agreements in accordance with administrative policies
• Liaise with internal and external stakeholders in a professional manner via all methods of communication (e.g. email, phone, correspondence) while prioritizing urgent matters and ensuring timely communication
• Code and send out invoices for management to sign
• Assist in budget planning and preparation

Occupational Health and Safety

• Completes Health and Safety auditing training Coordinate Joint Health & Safety Committee (JHSC) meetings, which may include planning, preparing agendas, organizing documentation, recording minutes, and ensuring appropriate follow-up on action items
• Assist in preparing and maintaining Health and Safety (H&S) document management including policies, procedures, forms, handbooks, manuals, and reports
• Prepare and distribute Health and Safety related documentation in multiple formats to the JHSC
• Collect H&S Data and maintain database
• Assist in developing Corrective Action Plans, (CAP’s), based on internal H&S Audits
• Liaise with JHSC to maintain and update CAP’s
• Support the internal and external H&S audit and inspection processes
• Respond to H&S related enquiries received
• Coordinate and support the sourcing and supply of H&S related products and services
• Assist with Hazard Assessments, through task analysis, physical demands analysis, risk assessments and workplace inspections; Recommending and/or implementing corrective action
• Send out Drivers Abstract requests for Town of Vegreville and maintain a database for when abstracts are to be requested (Municipal Enforcement requirement as well)

Municipal Enforcement

• Answer telephone lines and respond to general inquiries or direct calls to appropriate departments as required.
• Perform word processing, storage, filing of letters, reports, documents, electronic records, databases (complaints, Provincial tickets, Municipal tickets, found property, etc.)
• Monitor Dispatch emails, create and assign all occurrences and call logs for all officers
• Process the Municipal and Provincial Statute Violation Tickets including maintaining registers and compiling the associated Provincial Court documentation
• Maintain knowledge of department processes and procedures
• Prepare Registered mail when Violation Tickets, Order to Remedy or Entry Notices need mailing, take directly to post office
• Hold a Bylaw appointment to process Enforcement Documents.
• Prepare all monthly and annual statistical reports for Town of Vegreville and service contracted communities
• Assist in organizing Municipal Enforcement related events
• Provides information to the general public on municipal bylaws, as well as procedures for fine payment, etc.

Emergency Management (EM)

• Assist in preparing and maintaining EM document management including policies, procedures, forms, handbooks, manuals, and reports
• Collects and maintains the EM database
• Completes ICS training 100, 200, and Scribe
• Assists in the planning of and participates in EM training exercises or emergencies.