The Town of Slave Lake has an exciting opportunity for an experienced Administrative Assistant to support departments across the organization by administering records classification systems, coordinating records retention and destruction processes, maintaining document management systems, and providing guidance and training on records management procedures.
The Administrative Assistant, Records Management, is responsible for coordinating and maintaining the municipality’s corporate records and information management for both physical and electronic records. This position ensures compliance with municipal bylaws, provincial legislation, records retention schedules, privacy legislation, and established records management best practices.
This position plays a key role in ensuring municipal records are secure, accessible, properly retained, and disposed of in accordance with legislative and municipal policies.
EMPLOYEES THAT REPORT DIRECTLY TO THIS POSITION:
None
SALARY:
To be determined
ESSENTIAL DUTIES AND RESPONSIBILITIES:
This role requires coordination of administrative and records management duties. The role must develop positive customer service with various stakeholders and demonstrate organizational skills.
Major Responsibilities
- Support the implementation and maintenance of records management policies and procedures.
- Administer and maintain the municipality’s corporate records and information management system for both physical and electronic records.
- Classify, index, scan, archive, retrieve, and securely dispose of records in accordance with approved retention schedules and municipal bylaws/policies.
- Support digitization initiatives and records cleanup projects.
- Monitor records lifecycle management, including creation, maintenance, storage, retrieval, retention, and final disposition.
- Conduct regular reviews of departmental filing systems and records practices.
- Perform other administrative duties as assigned.
Administrative Support
- Develop and maintain records management procedures, forms, and documentation.
- Provide records management guidance and support to staff across all departments.
- Deliver training on records management practices, retention requirements, and electronic filing procedures.
- Prepare reports, statistics, and recommendations related to records management initiatives.
- Assist with policy development and continuous improvement initiatives.
- General administration duties, including drafting letters and emails
- Respond to voicemails and phone calls.
Minor
- Vacation and general coverage for the Town of Slave Lake reception.
- Vacation and leave coverage for Executive Assistant to the CAO.
- Operate Meeting Management Software (eSCRIBE).
- Attend meetings as required and record accurate minutes and action items.
- Coordinate public notices, meetings, and related communications
- Assist with municipal elections, by-elections, or referendums, in the role of a Deputy Returning Officer.
- Respond to internal and external records inquiries in a professional and timely manner.
- Work with departments, external agencies, and storage providers regarding records management matters.
- Work collaboratively with IT staff regarding document management systems and electronic records security.
Occasional
- Occasionally provide administrative support to other departments.
QUALIFICATIONS / EDUCATION / EXPERIENCE:
- Three (3) to Five (5) years of administrative experience is required.
- Grade twelve education.
- An Office Administration diploma would be considered an asset.
- Advanced skills in Microsoft Office and a variety of software.
- Experience working in a records management setting or previous municipal experience will be considered an asset.
SKILLS REQUIRED:
- Excellent problem-solving skills
- Organized and efficient self-starter with the ability to juggle multiple tasks
- Strong written and verbal communication skills
- Desire to work as a team with a result-driven approach
- Excellent time management and organizational skills
- Ability to act responsibly and be accountable for actions
Note: The above is not intended to be an exhaustive list of all the responsibilities and activities required for this position, but gives a general nature and level of work being performed by the incumbent.
HEALTH & SAFETY:
All personnel working at the Town of Slave Lake are governed by the Health & Safety Policy.
- Ensure proper ergonomic requirements are met, and good ergonomic procedures are practiced.
- Ensure all operations are conducted in a safe manner and in accordance with Town Policies and all Occupational Health and Safety Rules and Regulations.
Please note:
- The successful candidate will be required to provide a Criminal Record Check and a clean Driver’s Abstract before commencement.
How to apply:
Send your cover letter and resume (ensuring to include the job title in your email subject heading) to:
Human Resources, Town of Slave Lake
10 Main Street S.W., P.O. Box 1030, Slave Lake, Alberta T0G 2A0
E-mail: [email protected]
The application review process will be ongoing, and the positions will remain open until filled.
We thank all applicants for their interest; however, because of the volume of applications, we will contact only those under consideration. We will review all applications carefully to determine which candidates' qualifications and experience closely match our requirements.
