Administrative Associate - Fire

Overview

Provide high-level administrative and logistics support to a director and team.

Key Responsibilities

• data management
• invoice processing
• budget tracking
• supply management
• file management
• meeting coordination

Tasks

-Coordinates the flow of information/materials for meetings -Updates manuals and standards and circulates revised documents -Coordinates calendar appointments, events, and meetings -Makes logistical arrangements for meetings, events, travel and accommodations, and training and development -Attends meetings, take minutes, prepares follow-up correspondence, and tracks progress -Develops, analyzes, implements, and reviews administrative policies, procedures, and systems -Liaises with management and executive team for information transfer, delegation, and to coordinate deliverables on behalf of director -Composes, drafts, edits, proofreads, and formats correspondence, memos, service requests responses, media requests responses, and reports -Triages incoming messages and requests (in-person, telephone, email) for response and action -Responds to requests for information or materials from both internal and external stakeholders -Promotes a safe, respectful, and inclusive workplace and demonstrates fiscal responsibility in handling supplies, materials, and equipment. -Monitors office supply inventory, requisitions and purchases within limits of established authority (p-card, blanket agreements, and/or general stores) -Performs high-volume, detailed administrative tasks requiring sustained focus and accuracy. -May review sensitive or distressing emergency response documentation. -Oversees filing systems in accordance with corporate records management policies and procedures -Receives, processes, verifies, reconciles, and completes payment of invoices -Completes searches, inputs data, validates data, manipulates data, and generates reports and lists from programs and applications -Assists with preparation and verification of budget submission and on-going expenditure monitoring and variance reporting -Maintains and manages a tracking system for work unit service levels, deliverables, and activities -Collects, assembles, and provides information packages—files, reports, correspondence, research, and background materials -Reconciles p-cards for work unit

Requirements

• office software
• office certification
• 3+ years
• communication
• problem solving
• supervision

What You Bring

-Knowledge of supervisory practices with the ability to support, guide, and orient team members. -Successful candidates may be required to provide a satisfactory criminal record check per the City of Regina's Criminal Record Check Policy. -Sound judgment in prioritizing workload, managing multiple deadlines, and adapting to changing operational needs. -Requires visual and auditory concentration for document review, data verification, and minute taking. -Comprehensive knowledge of office administration practices, customer service standards, and municipal government protocols, policies, and procedures. -Familiarity with collective agreements, bylaws, and relevant legislation, including health and safety standards. -Strong communication and interpersonal skills, with the ability to build relationships and interact effectively across departments and with external stakeholders. -Completion of secondary school or equivalent, plus a recognized certification in office or business administration. -Primarily office-based with exposure to occasional stressful or emotionally charged interactions. -Demonstrated ability to analyze information, resolve problems, and identify opportunities for process improvement. -Proficient in office productivity software, databases, enterprise systems, and technology tools used for documentation, reporting, and data management. -Skilled in managing sensitive and challenging interactions with professionalism and discretion. -Minimum of three (3) years of progressive administrative and/or clerical experience providing coordination and support in a professional office environment. -Works under tight or unexpected deadlines that demand precision. -Proof of education is required.

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About City Of Regina

-The City’s extensive infrastructure projects ensure the efficient delivery of essential services, from water management to transportation. -Regina is home to a thriving community, offering recreational facilities, green spaces, and sustainable city planning. -Typical projects include urban redevelopment, public parks, water treatment facilities, and transportation networks. -A unique aspect of Regina's growth is its deep commitment to building resilient infrastructure, tailored to the needs of its people. -The City of Regina is a forward-thinking municipality, consistently focusing on growth, sustainability, and quality of life for all.

Sector Specialisms

Security Clearance

-successful candidates may need to provide a satisfactory criminal record check per the city of regina's criminal record check policy.