Office Assistant Ll (Public Works) - Fulltime

Community and Protective Services Division (Internal/External) Competition No. MS-23-36

Join our team!

The City of Wetaskiwin Welcome to home of the possibility! We are a diverse, and eager team that knows what needs to be done and we are doing it! The City of Wetaskiwin is a collaborative and inclusive organization where we share ideas for making things better; and turn these ideas into actionable plans. Our values are Trust, Resourcefulness, and Intergrity. Here we cultivate well-being through our team's dedication to building postive, trusting, and fulfilling relationships! Located only 35 minutes south of Edmonton and 55 minutes north of Red Deer, the City of Wetaskiwin provides all the amenities and quality of life of an urban-rural centre. The Opportunity Reporting to the Manager of Public Works, the Office Assistant Il holds a pivotal role in our organization. This position is primarily responsible for delivering exemplary customer service to various stakeholders, including the general public, both internally and externally. It necessitates a delicate touch, demonstrating care and compassion when assisting bereaved individuals in the purchase of cemetery plots. Additionally, this role requires the exercise of sound judgment and tact when dealing with residents who may express dissatisfaction, either in person or over the phone, as well as the ability to devise innovative solutions to address unique concerns. In addition to these crucial customer service aspects, this position is also charged with providing administrative and coordination services to ensure the seamless operation of various departments. It plays a central role in fostering effective collaboration between Public Works, Engineering, Fleet & Facilities, Planning and Development, the Wetaskiwin Airport, and external departments. Furthermore, the Office Assistant II is instrumental in maintaining consistency in messaging delivered to residents and customers, and actively contributes to the development of new business processes that will yield benefits not only to the Municipal Services division but also to the organization as a whole.

Responsibilities :

• Provide exceptional front-line customer service and act as the “face” of Municipal Services.

• Provide pertinent and accurate information to members of the public, internal, and external stakeholders.

• Provide coordination to the Municipal Services Division, including (but not limited to):

• Developing and Implementing Occupational Health & Safety processes and procedures and completing incident investigations

• Providing on-boarding and OH&S training to new and returning staff

• Liaising with contractors, consultants, residents, and businesses to ensure processes and procedures are being followed

• Provide assistance to Parks, Transportation, Waste, Engineering and Fleet & Facilities staff with managing invoicing, tracking POs and reconciling purchases

• Conducting records management and minute taking

• Act as a liaison between Municipal Services departments and other departments at city hall as well as consultants/contractors doing work for the city.

• Assist in preparing, processing, and maintaining accurate financial records, including accounts payable, accounts receivable, invoices issued and received, etc.

• Prepare, organize, index, and maintain, as required, a variety of correspondence, records, files, and documents.

• Administer the City’s cemetery program by maintaining knowledge of work processes, cemetery acts and bylaws pertaining to municipal and provincial regulations to ensure proper protocols are adhered to.

• Update and maintain procedures and manuals.

• Permit Conditions Review - Ensure the records in Munisight reflect the Land Use Bylaw and maintain consistency by ensuring all updated lists of conditions have been documented.

• Maintain the records management systems, including MuniSight work orders, edits to the cities webpages, and Service Tracker complaints/inquiry tracking software.

• Perform dispatch duties through understanding of operations and routing work orders to appropriate parties.

• Ensure proper storage, retrieval, and disposal of paper records.

• Schedule and/or coordinate meetings.

• Maintain continuous awareness of the City operations, administrative policies, and procedures.

• Monitor and develop administrative processes for Municipal Services to ensure adherence to relevant City policies and efficient operations.

• Complete other administrative and office management duties as required.

Education, Qualifications, and Work Experience

• A Certificate or Diploma in Office Administration preferred, or a combination of Grade 12 with relevant work experience.
• A minimum of 2 years of experience in an administrative role, preferably in a municipality.

Knowledge, Skills, and Abilities

• Ability to deliver a high level of customer service and deal effectively and courteously with the public, staff, contractors, and other external contacts an