Administrative Assistant Job at The City of Spruce Grove – in Spruce Grove, AB

Job Description

Competition Number:
RC 2021 0017

Position Title:
Administrative Assistant

Job Number:

Job Type:
Permanent Full Time

Division – Department:
Community and Protective Services – Protective Services – Administration

Date Posted:
March 16, 2021

Closing Date:
March 25, 2021 at 10PM MST

$46,987.00 – $58,042.00/Year

Position Overview:
This position is responsible for providing administrative support to Protective Services. The incumbent performs a variety of office and reception administration duties including data and document management. This position reports to the Supervisor of Administration.


  • Greet, register and announce visitors attending meetings or events.
  • Account for visitors in an emergency situation in compliance with Visitor Policy.
  • Facilitate public access to Fire Hall building during regular office hours by opening and closing daily.
  • Retain and account for guest access cards as directed under Visitor Policy.
  • Provide external customer service by evaluating and interpreting the nature of the customer request and promptly resolving their concerns or complaints.
  • Connect the customer to the appropriate employee if necessary.
  • Direct or answer inquires via in person, switchboard, paper or electronic correspondence.
  • Record a timeline and retain a corporate record of requests and inquiries by maintaining a telephone message log and preparing work orders.
  • Answer in-coming phone inquires from customers and direct to the appropriate person.
  • Verify employee time sheets are adhering to the Collective Agreement requirements.
  • Perform Record Management duties, including Content Manager 9, preparing minutes of Safety meetings and Incident file. Backup for SGFS DRC position.
  • Review and prepare meal reimbursement for staff expense claims.
  • Assist Officers and staff with various computer projects.
  • Plan, co-ordinate and implement special events such as Officer’s retreats, Fire Prevention Week, Firefighter Graduation ceremony.
  • Compile office supply orders for Fire Services, Enforcement Services, and Safe City – including issuing and receiving purchase orders in Great Plains.
  • Perform clerical duties including, filing, receiving, sorting and distributing mail.


  • Post-secondary Certificate in office administration, business or equivalent an asset.
  • Two (2) to three (3) years of related experience including front-line customer service experience.
  • Previous municipal experience is an asset.
  • An equivalent combination of education and experience may be considered.
  • Experience working in a public-sector environment with unionized and non-unionized employees considered an asset.
  • Experience in a Medical or Protective Services setting is considered an Asset
  • Community Peace Officer for Information purposes is considered an Asset

You will possess the following:

  • Demonstrates a high degree of professionalism, discretion, confidentiality and independence.
  • Strong listening, communication, interpersonal and organizational skills.
  • Effective decision-making skills with the flexibility to manage a broad range of complex activities.
  • Ability to effectively interact with internal and external clients and stakeholders at all levels while maintaining excellent customer service.
  • Demonstrated ability to work within a team environment.
  • A self-starter who can perform in a fast-paced project environment and work within tight deadlines by organizing workload and setting priorities.
  • Ability to analyze information from various sources to identify issues and problems.

If you require assistance applying to this job, please contact our support staff and refer to job number: J0321-0543.

About Company

Company: The City of Spruce Grove –

Company Location:  Spruce Grove, AB

Job Category:

About The City of Spruce Grove -