The Administrative & Reception Assistant serves as a primary point of contact for residents, ratepayers, vendors, visitors, and other stakeholders and provides professional front-line customer service on behalf of Sturgeon County. The position responds to inquiries, processes payments and transactions, and directs customers to appropriate services and resources.
The position also provides administrative and financial support to Corporate Finance & Treasury, including payment processing, accounts payable and receivable support, taxation and utility support, financial data entry, records management, and departmental administrative services. The position is responsible for performing work accurately, maintaining confidentiality, and following established financial controls, policies, procedures, and customer service standards.
This is a TEMPORARY (14 month) position and is fully in-office (Morinville, AB)
KEY DUTIES AND RESPONSIBILITIES
Reception and Front Desk Support (50%)
- Serves as a primary point of contact for residents, ratepayers, vendors, visitors, and other stakeholders in person, by telephone, and electronically.
- Responds to general inquiries, provides accurate information regarding County programs and services, and directs complex or specialized inquiries to the appropriate department or employee.
- Provides professional, courteous, and solution-oriented customer service, including responding appropriately to difficult, sensitive, or escalated interactions.
- Receives, processes, and receipts payments in accordance with established cash-handling and financial-control procedures.
- Issues landfill and fire permits.
- Receives and distributes incoming mail, courier deliveries, and other correspondence and coordinates outgoing mail as required.
- Supports corporate office supply ordering and inventory.
- Maintains the security and confidentiality of information received through front-line interactions.
- Maintains an organized, professional, and welcoming reception area.
Corporate Finance and Treasury Support (30%)
- Accepts, processes, and receipts payments for municipal taxes, accounts receivable, permits, licences, and other municipal goods and services in accordance with established procedures and internal controls.
- Reviews and codes departmental accounts payable invoices and routes invoices for appropriate approval.
- Performs financial data entry and peer review/verification of transactions to support the County's internal control framework.
- Prepares and enters routine journal entries into the County's financial system in accordance with established procedures.
- Prepares and distributes accounts receivable invoices, vendor payments, taxation notices, and other financial correspondence and mailouts as required.
- Provides front-line assistance with property tax, utility, accounts receivable, and payment inquiries and escalates complex matters as appropriate.
- Maintains departmental statistics, logs, and other records required to support operational and program reporting.
- Identifies discrepancies or unusual transactions and refers them to the appropriate employee or supervisor for review.
- Handles financial and personal information in accordance with applicable legislation, County policies, and confidentiality requirements.
Administrative Support (15%)
- Drafts, formats, proofreads, and distributes correspondence, reports, forms, and other Corporate Finance and Treasury department documents.
- Maintains Corporate Finance and Treasury department electronic and physical records in accordance with corporate records-management requirements.
- Coordinates Corporate Finance and Treasury department administrative and operational mailouts.
- Maintains Corporate Finance and Treasury department SharePoint sites and shared electronic information.
- Provides administrative support to Corporate Finance & Treasury leadership and staff, including meeting, document, correspondence, and records support as required.
- Assists with Corporate Finance and Treasury department projects, process improvements, and other administrative initiatives as assigned.
Other Related Duties (5%)
- Performs other related duties as required.
- Adheres to guidelines as set out in Sturgeon County’s policies and administrative directives.
- Adheres to applicable responsibilities and accountabilities as outlined in the Sturgeon County Health and Safety Management System.
KNOWLEDGE, EDUCATION, QUALIFICATIONS, SKILLS, ABILITIES, AND EXPERIENCE
The following are required in this position:
- One (1) to two (2) years of related experience in reception, customer service, office administration, financial administration, or similar environment.
- Proficiency in Microsoft Office applications, including word processing, spreadsheets, databases.
- A clear Police Information Criminal Record Check is required.
- High school diploma or equivalent.
- Post-secondary coursework in office administration, business administration, accounting, or a related field is considered an asset.
- Experience with operating office equipment such as photocopier, postage meter, paper folder, switchboard etc.
- Experience handling payments, cash, financial transactions, or customer accounts is preferred.
- Experience using financial, point-of-sale, records-management, or customer-service systems is considered an asset.
- General knowledge of office administration, customer service, records management, and cash-handling practices.
- Basic understanding of accounts receivable, accounts payable, and financial transaction processing.
- Understanding of confidentiality and the appropriate handling of personal and financial information.
The following are considered assets or preferences in this position:
- Certification in office administration, business administration, accounting or equivalent.
- Familiarity with other software programs is an asset.
- Experience working in a municipal or other public-sector environment is considered an asset.
