administrative assistant
Your tasks
Position Summary Reporting to the Legislative Services Manager, the Administrative Assistant provides administrative, reception, customer service, and records management support to the Legislative Services department. This position plays a key role in supporting corporate records and information management functions, front-line customer service delivery, and general administrative operations for the Town of Ponoka.
The Administrative Assistant serves as the first point of contact for members of the public entering Town Hall, operates the main switchboard, assists with committee and administrative support functions, and supports the management, retention, retrieval, and protection of corporate records in accordance with municipal bylaws, policies, and applicable legislation.
This position contributes to the effective delivery of municipal services while supporting the Town?s Mission, Vision, and Values through professional, responsive, and confidential service to internal and external customers.
Typical Duties and Responsibilities
- Assist with Records Management by:
- Creating, receiving, classifying, maintaining, and retrieving physical and electronic records in accordance with the Town?s Records Retention Bylaw, approved retention schedules, and applicable legislation, including the Access to Information Act (ATIA) and the Protection of Privacy Act (POPA).
- Scanning, uploading, organizing, and maintaining records within the Town?s electronic document and records management system in accordance with established procedures and standards.
- Maintaining secure, accurate, and accessible physical and electronic filing systems.
- Assisting departments with records classification, retrieval, retention, and disposition processes.
- Supporting organizational accountability, transparency, and legislative compliance through consistent records management practices.
- Assisting with records searches and access requests as required.
- Identifying opportunities to improve records management processes and administrative efficiencies.
- Serve as the Receptionist and first contact for individuals entering the Town office by:
- Serving as the first point of contact for visitors entering Town Hall.
- Welcoming visitors, respond to inquiries, and direct individuals to appropriate departments or staff.
- Provide accurate information regarding municipal programs, services, processes, and community information.
- Maintain the Town Hall visitor sign-in/sign-out process.
- Ensure the reception area and public information displays remain professional, organized, and appropriately stocked.
- Support Switchboard and Town Communications by:
- Operating the main switchboard and responding to incoming telephone inquiries in a professional, courteous, and efficient manner.
- Directing calls appropriately and relay messages as required.
- Assisting with website postings, event calendar updates, and electronic community sign postings as directed.
- Supporting public communication initiatives through basic administrative website and content updates.
- Provide general administrative support by:
- Receiving, sorting, and distributing incoming and outgoing mail, courier packages, and other correspondence.
- Preparing, formatting, proofreading, and distributing correspondence, reports, forms, and other documents.
- Providing minute-taking and administrative support for committees and meetings as assigned.
- Maintaining and monitoring the general Town email account.
- Coordinating Civic Centre room bookings and ensure meeting rooms remain organized and appropriately stocked.
- Administering the Town Hall coffee fund and related purchasing.
- Maintaining office supply inventories and arrange for replenishment as required.
- Any other duties as assigned
Requirements
Minimum Require
Other
The Town of Ponoka is currently recruiting for a 12-month temporary full-time Administrative Assistant position within the Legislative Services department.