WE ARE HIRING- ADMINISTRATIVE ASSISTANT

Job Type Administrative Assistant

Organization Town of Millet

Closing Date December 20, 2024

Job Description:

Reporting to the Office Manager, the position of Administrative Assistant is responsible for supporting our commitment to the citizens of the Town of Millet by providing high quality service to the public. The role delivers excellent front-line service and provides reliable performance for all administration duties, all while ensuring related activities conform to all legislated requirements.

Customer Experience

- Serve as the primary point of contact for customer inquiries, providing timely and accurate responses via e-mail, phone and in-person interactions.

- Accurately document and maintain records of all citizen interactions, ensuring the integrity and accessibility of data for service improvements and strategic adjustments.

- Support the implementation of initiatives designed to enhance the overall citizen experience based on collected data and feedback.

- Work closely with all departments to ensure seamless communication and alignment on customer needs and objectives.

- Identify opportunities to streamline processes and enhance the customer experience .

- Process registrations for Town events, recreation, and senior programs.

- Assist residents and business owners with processing of dog and business licenses.

- Process customer payments and allocate to the appropriate account (ie. Utilities, taxes, business licenses, animal license, hall rentals, arena rentals, permits, etc.)

- Process the daily deposit ensuring all accounts are balanced and the deposit is ready for the bank.

- Support public communication initiatives with a customer service focus, as required.

-

Administrative Support

- Prepare and distribute correspondence, materials to promote Town initiatives, reports and other documents as needed.

- Coordinate room bookings, agreements, payments and associated logistical needs for all Community Hall bookings.

- Oversee cemetery inquiries and associated administrative functions.

- Coordinate inventory management and stocking of office supplies and promotional items, as required. Perform other administrative related duties as assigned by the Office Manager or the Chief Administrative Officer.

QUALIFICATIONS

Education & Experience

- Minimum of two years post-secondary education in Business Administration, Communications, or related fields.

- Minimum two (2) years of experience in customer service or public relations, preferably in a municipal setting.

- Minimum two (2) years of experience in an administrative support related role, preferably in a municipal setting.

- Basic knowledge of financial activities.

- Proficient with computers and all aspects of MS Office.

- Knowledge of municipal services and government operations is an asset.

- Working knowledge of relevant and applicable federal, provincial, and municipal legislation, including the Alberta Municipal Government Act, and other associated bylaws, regulations, and policies.

- An equivalent combination of education and experience sufficient to provide the applicant with the knowledge, skills and ability to successfully perform the essential functions may be considered.

- Knowledge of Municipal Utilities software would be an asset.

- Safety.

Skills & Abilities

- Customer service aptitude, ability to deal with difficult situations with tact and diplomacy.

- Exceptional organizational and time-management skills.

- Excellent communication skills, both verbal and written.

- Strong interpersonal skills with the ability to interact professionally with customers and colleagues at all levels.

- Impeccable attention to detail, high level of accuracy in all work tasks.

- Ability to work independently and exercise sound judgment.

- Ability to multi-task and prioritize tasks effectively in a fast-paced environment.

- Ability to adapt to constant change in the work environment.

- Proactive problem-solving abilities and a customer­ centric mindset.

- Ability to maintain confidentiality in dealing with private and sensitive internal and external information.

- Self-motivated and independent; comfortable working with minimal direction and as part of a team.

This is a full time position (Monday – Friday 8:30 am – 4:00 pm)

The Town of Millet offers a competitive wage, benefits, and pension plan.

Interested parties are invited to submit resumes outlining their qualification to

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

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