Administrative Assistant III

The City of Grande Prairie is a vibrant, growing community located in the beautiful Peace Country region of Alberta. We are committed to providing exceptional public service and enhancing the quality of life for all residents. Grande Prairie is a great place to live, work, and play.

Our Fleet Management Department is looking for a dedicated Administrative Assistant III to join the team.

Position Responsibilities

Fleet & Transit Services is seeking an Administrative Assistant III who, as part of a team, will excel in the administrative duties needed to support the Fleet Management parts and maintenance teams.

Reporting to the Fleet & Transit Services Director, you will be responsible for providing a variety of administrative duties to support the Fleet department, including purchase order processing, invoice reconciliation, work order administration, inventory documentation, records management, supplier communication, and coordination with internal municipal departments. You will also provide a wide range of administrative and logistical support to the department's management team. You will be expected to develop, build, foster and maintain positive working relationships with operational staff, service providers, suppliers and other City departmental staff and provide a high degree of customer service.

• Create, process, and maintain purchase orders.

• Process change orders, adjustments, and other purchasing documentation.

• Reconcile invoices, credit card transactions, and receipting information.

• Follow up with suppliers regarding outstanding invoices, pricing discrepancies, back orders, and delivery dates.

• Have extensive knowledge of computers and related applications such as Microsoft Office (Excel, Word, Outlook, Teams). Knowledge of Oracle, UKG, Fleet Management Systems will be an asset.

• Enter parts issuances on work orders on a daily basis to ensure all associated records are kept current.

• Provide administrative support to the Fleet Parts area.

• Assist with inventory reporting, reconciliation, and year-end physical inventory counts.

• Maintain safe work practices and a safe working environment.

• Provide administrative support for Fleet & Transit projects and perform other related duties as required.

Qualifications

• High school diploma plus 2 years of post secondary education in office or business administration would be ideal. Equivalent experience or education may be considered.

• A minimum of 2 years administrative experience with working in a Fleet Maintenance/Management and municipal environment preferred.

• Advanced understanding of computer functions through Microsoft Office Suite (Word, Excel, Outlook, Teams). Knowledge of other supporting software such as Adobe, Oracle, UKG, Fleet Management Systems, etc., would be an asset.

• Excellent attention to detail and strong analytical skills.

• Able to work well under pressure and prioritize to meet set deadlines.

• Exceptional organizational skills with the ability to multi-task and manage multiple conflicting priorities.

• Able to work both independently and as part of a team, while exercising good/independent judgment, demonstrating initiative and being proactive is critical.

• Strong communication skills (written and verbal) are essential. You must have a proven ability to present yourself in a positive, clear and professional manner.

• Your knowledge of other general office procedures such as payroll, accounting, etc. would be an asset.

Hours

The standard workweek consists of an average of 35 hours, with the specific schedule being determined by the immediate supervisor.

Compensation

Salary range $30.63 - $39.62 per hour as per the Out-of-Scope Agreement.

Benefits

Comprehensive benefits package. What We Offer | City of Grande Prairie (cityofgp.com)

Diversity & Inclusion

The City of Grande Prairie is committed to building and sustaining an inclusive work environment composed of individuals with unique experiences, perspectives, talents, and contributions who welcome, support, respect and value all members of the community.

Selection Process

We appreciate your interest in our organization, and we thank you in advance for your application. Candidates selected for an interview will be notified via phone or email.

1. To apply for this position, please utilize the "Apply Now" tab on this web page to submit your comprehensive cover letter and up-to-date resume.

2. Our application review process includes a thorough evaluation of all submissions. Short-listed candidates will be contacted for interview scheduling.

• This posting will be open until a suitable candidate(s) is/are found.

Note: After submitting your application and uploading your resume, you should expect to receive an email confirmation indicating that your application for this position has been successfully submitted. If you receive this email, there is no need for any additional contact with us regarding this position.

To efficiently manage the high volume of applications we receive for each job posting, we are unable to address job-specific inquiries prior to the interview stage. However, if you progress to the job interview stage, we will gladly answer any questions you may have.