Administrative Assistant - Proofer/Editor

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Job Number: J0622-0926
Job Title: Administrative Assistant - Proofer/Editor
Job Type: Permanent Full Time
Location: Rocky View County
City/Province: Calgary, Alberta, Canada
Number Of Positions: 1
Salary: $55,549.00 - $65,270.00/Year
 

Rocky View County is committed to providing our employees a respectful and stable work environment, unique benefits that promote work/life balance, and opportunities for professional learning and personal growth. We seek individuals who thrive on challenge and will contribute their positive energy, innovation, and service mindset to making a difference and contributing meaningfully to the vibrant community of 40,000 people who call Rocky View County home.

Position Summary:

The Administrative Assistant is responsible for carrying out administrative activities that support the Department’s groups in the performance of their duties. A key component of this role is high-quality proofing and editing (70-80% of the time). Prompt and effective communication with the public and internal departments is an important function of this position, as is research, proofing, editing and record management.

Please note: Shortlisted candidates will be tasked with a short exercise to demonstrate their proofing and editing skills.

Core Accountabilities:

Proofing & Editing
- Proofread and edit Council reports, Bylaw, Conceptual Scheme, and Statutory Document for consistency and accuracy (requiring strong English language writing and spelling skills). Upload digitally for access and agenda review.
- Prepare correspondence, presentations and quarterly reports through verbal instructions, rough notes and composes routine and non-routine letters, as well as completing the related typing and support.
- Prepare correspondence mail outs and circulations.

Document Management
- Upload all materials for Council meetings, copy and distribute Planning reports to the appropriate departments for agenda review.
- Responsible for FOIP Requests related to Department Documents. Search, scan and compile relevant records for the request, tracking time and submitting formal responses to FOIP Coordinator.
- Manage finance, purchasing, supplier, reporting, and other physical and digital department paperwork in an effective and efficient manner.
- Coordinate with the Planning department on file circulations as well as assist with endorsement requirements.
- Prepare correspondence for bulk mail outs and circulations.

Customer Service
- Respond to legal inquiries related to Caveats, Land Development and Infrastructure issues. Incumbent must be able to review Certificates of Title, Caveats, Agreements, etc. to determine if the documents are eligible for discharge and that all obligations are met prior to discharge. Must have a working knowledge of Alberta Land Titles procedures for registrations and discharges.

Meetings
- Collect and assemble materials for meetings, prepare agendas, and as required attend meetings for the purpose of taking accurate minutes, prepare minutes for distribution.
- Possesses considerable knowledge of customary and formal meeting procedures and the purposes and uses of meeting reports.
- Able to take dictation, record accurate meeting minutes, type and transcribe complex and technical material at an efficient and accurate level.
- Coordinate and schedule appointments, meetings and other special time commitments.
- Apply independent judgment in evaluating requests against established guidelines provided.

General
- Responsible for development, along with IT, maintenance and enhancement of department databases, GISMO layers, mapping needs and entering of data required for technical mapping layers in GISMO (TOL, Water/Wastewater and Cost Recovery).
- Maintain confidentiality at all times, as the information contained in memos, letters, forms, reports, policies, procedures, agendas, draft publications, and conversations is sensitive in both nature and timing.
- Use sound judgment to make decisions relevant to the position, and in accordance with the broad guidelines provided.
- Communicate effectively in a regular and ongoing manner regarding the status of projects, questions and items for clarification, and emerging issues of importance.
- Thoroughly research and report on administrative projects in an accurate and timely manner.
- Display a professional and ethical responsibility to protect privacy, use information appropriately, and maintain the confidentiality and security of all information and conversations related to employees, business, and residents of Rocky View County.
- Work in accordance with the requirements established by the RVC Health and Safety Program and the Alberta OHS Act, Regulation and Code.
- Take reasonable care to protect their health and safety and other persons at or in the vicinity of the worksite while they are working.

Position Requirements:

Completion of Grade 12 including business subjects with emphasis on word and information processing or completion of an appropriate certificate program from an approved business school/college, and a minimum three (3) years of progressively responsible and diversified municipal experience that includes word and information processing. A working knowledge of GIS is an asset.
- Previous working knowledge of databases is preferred.
- Demonstrate strong organizational and time management skills, including managing workloads and working effectively under the pressure of time limitations and constraints.
- Demonstrate co-operative teamwork with co-workers and other contacts, and maintain a positive attitude, approachability, and the ability to foster a positive work environment.
- Adhere to all County policies, procedures, and professional office practices.
- Lead by example by providing superior customer service as well as following and promoting industry and County best practices, and County values and objectives.
- Demonstrate an extremely high level of accuracy and attention to detail.
- Ensure public enquiries and complaints are handled professionally and promptly.
- Demonstrate superior skills in English-language written communication, including grammar, spelling, and clarity.
- Maintain a current level of knowledge and skill with modern office practices, related terminology, procedures, and the operation of office equipment.
- Demonstrate knowledge of the municipal government and of department and County rules, regulations, policies, procedures, and functions.
- Solid research skills and critical thinking.
- Gather internal data and information for departments and projects (requiring tenacity and the ability to build relationships across the organization).
- Prepare regular department reports, such as the weekly media clippings and Council Decisions documents (requiring excellent attention to detail and good political judgement).
- Manage the paperwork and flow of the department's purchasing (requiring strong attention to detail).
- Complete work in an atmosphere of short timelines and constantly changing priorities.
- Advanced skills in MS Office Suite applications to support complex projects.


We thank all applicants for their interest; however, only those selected for interviews will be contacted.

Please Note: All applicants must be legally entitled to live and work in Canada.

The personal information in this application is being collected for the purpose of the selection and recruitment and is collected under the authority of the Freedom of Information and Protection of Privacy Act, section 33(c). If you have questions regarding the collection or use of this information, contact the Director of Employee Relations.







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