Position Summary:

As a member of the Community Operations team, the Office manager ensures that Community Operations Administration is running effectively on a day-to-day basis. Office Manager is involved in a range of activities, from monitoring customer service, budget holder, helps dept managers prepare for council presentation, manage the administrative assistants, they will become the ‘go-to’ person for Community Operations as they work closely with many departments and understand how they ‘tick’

Key Accountabilities:

· Provides senior administrative and workflow coordination in the implementation, monitoring, and continuous improvement of:

· Executive support to the Director: books and coordinates meetings, catering; reviews absence requests to ensure absence requests can be approved; takes minutes, develops agendas for meetings; Ensures the review of external information, complaints and internal issues pertaining to all Community Operation departments are identified and responded to in a timely manner. Drafts correspondence; maintains calendar; screens calls and e-mails; other assigned duties. Supports the senior management team (through the Director as assigned) in addressing site issues, annual audits, and corporate-wide strategies.

· Budget support: operates Muniware and Questica to compile and print out year-to-date revenue and expenditure reports for managers as required; compiles budget information pertaining to Community Operations and submits to Finance; revises and signs-off invoices and purchase orders as required; purchases office supplies; responsible for petty cash for Roads, Fleet, Common, Parks, Recreation, Corporate Properties, and Environmental Services.

· Supervising and monitoring the work of administrative staff and general shared duties related to customer service and general office administrative support.

· Participates in the assessment of the current and future needs of the Community Operations team, dealing with correspondence, complaints and queries.

· Preparing letters, presentations and reports

· Assists the Director with sensitive issues as required.

· Attending meetings with senior management

· Preparing letters, presentations and reports

· Develops, monitors and reports on the Community Operations budget as required; participates in the annual budget process; ensures all expenditures are tracked, all activities are within operational budgets; communicates any potential conflicts to the Director.

· Appropriate and responsible use of confidential information; maintains confidentiality and security of all information related to the City.

· Implementing and maintaining procedures/office administrative systems

Note: The above statements are intended to describe the general nature and level of work being performed by the incumbent of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of this position.

Required Education and Experience:

· Diploma in Business, Office or Public Administration or related discipline.

· 5 years of related and progressive experience in an Office Manager position.

· Experience in a supervisory capacity, coordinating workflow.

Required Certifications and/or Documentation:

· Valid Class 5 Alberta Driver’s Licence and Drive’s Abstracted deemed satisfactory by the City.

· Criminal Record Check deemed satisfactory by the City.

Expected Skills and Attributes:

· Analytical and creative thinking skills; ability to solve problems, make decisions, negotiate and deal effectively with people.

· Knowledge of governance issues, e.g., policy interpretation.

· Communication skills, both written and verbal; ability to maintain communication to anticipate and prevent potential problems, develop positive and effective working relationships with staff, the public, and other stakeholders, and represent the Director.

· Proven supervisory and workflow coordination capability; ability to motivate staff towards constant improvement.

· Strong work ethic and highly motivated; ability to work in a fast-paced environment and respond to action requests and competing deadlines in a timely matter.

· Proficiency with MS Office (Word, Excel, PowerPoint, and Outlook) and other computer software.

Working Conditions:

· Normal office conditions; long periods of sitting, reading and concentration.

Job Type: Full-time

Salary: $80,000.00-$85,000.00 per year

Benefits:

• Company pension
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• Tuition reimbursement
• Vision care
• Wellness program

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Chestermere, AB T1X 1V7: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (preferred)

Work Location: In person

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