SUMMARY

Provide personal and confidential administrative support to the Associate Superintendent of Business and Finance. Duties include clerical, accounting, budgeting, and project-based work. Project a professional image through in-person and phone interaction.

APPLICATION PROCEDURE:
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Apply online at www.fmpsd.ab.ca under the Employment tab. Resumes and other relevant documents will be accepted by clicking on the “APPLY” tab for the specific posting on the Job Connect and follow the application instructions. THIS IS THE PREFERRED METHOD TO RECEIVE APPLICATIONS.

The successful candidate will be required to provide a criminal record check which will be reviewed to ensure suitability of the candidate for the position.

FMPSD may contact past and present employers for references. All FMPSD employees are expected to be computer literate; this includes fluency with e-mail, internet, MS Office, Google mail, docs and sheets.

Only those applications submitted and received by 4 pm on the closing date will be considered for this position.

PRIMARY RESPONSIBILITIES

• Research and prepare correspondence, reports and materials for policy, publications, and presentations.

• Reads and screens incoming correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the Associate Superintendent or others.

• Setup travel arrangements.

• Setup accommodation and travel arrangements for company visitors/contractors.

• Maintain Associate Superintendent of Business and Finance calendar.

• Prepare and maintain expense reports.

• Setup and coordinate meetings and conferences.

• Create, transcribe, and distribute meeting agendas and minutes. (Note: some evening work).

• Receives and screens incoming calls and visitors, determines which are priority matters, and alerts the Associate Superintendent accordingly. Makes referrals to appropriate staff or provides requested information.

• Composes letters and memoranda in response to inquiries in final form.

• Acts as liaison between the Associate Superintendent, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignment.

• Updates administrator or executive on status of issues before scheduled meetings.

• Perform general clerical duties including but not limited to: photocopying, mailing, and filing.

• Maintain hard copy and electronic filing system.

• Reviews, proofreads, and edits documents prepared for the Associate Superintendent’s or executive’s signature.

• Takes and transcribes dictation on technical and confidential matters from the Associate Superintendent or executive.

• Coordinate project-based work, including but not limited to budget variances, insurance renewal and accident/incident reporting.

• Take calls related to transportation concerns, handles routine requests and gathers background on other inquiries in the absence of the Transportation Coordinator.

• Other duties as assigned.

KNOWLEDGE AND SKILL REQUIREMENTS

• Excellent interpersonal and organizational skills.

• Intermediate or advanced knowledge of Microsoft Excel and Word, Google Mail, Docs, and Sheets and telephone protocol. Computer literate with the ability to learn new software applications.

• Duties require professional verbal and written communication skills and the ability to type 50 wpm. Visibility of work requires attention to detail, excellent organizational skills, and discretion with confidential information.

• Intermediate knowledge of the organization and composition of letters, minutes, reports, charts, and spreadsheets.

• Ability to make decisions where precedents may not be established.

• Ability to apply the overall mission of a department to make administrative or executive support decisions.

• Ability to review several diverse reference sources, select and synthesize data for reports and other forms of correspondence.

• Ability to use diplomacy and discretion when giving out information and referring and directing callers and visitors.

• Ability to create presentations, charts, graphs, databases, and spreadsheets.

• Ability to determine work priorities.

• Ability to make decisions and take appropriate actions.

• Ability to communicate effectively.

• Ability to operate standard office equipment.

• Work requires willingness to work a flexible schedule and occasional overnight travel.

WORKING CONDITIONS

• Office environment, including but not limited to; spending hours sitting and using office equipment, computers, some lifting of supplies, materials and conference room furniture from time to time.

• Required to manage a number of requests and situations at one time, while completing tasks within tight deadlines.

REQUIRED EDUCATION AND EXPERIENCE

• Business/Commerce diploma or degree and 3 to 5 years of progressive administrative experience.

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Job Type: Full-time

Benefits:

• Dental care
• Disability insurance
• Life insurance
• Vision care

Schedule:

• Day shift

Work Location: One location

Application deadline: 2023-01-25
Expected start date: 2023-01-30

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