Administrative Assistant - Legislative Services
Town of Cochrane
Cochrane, AB
The Town of Cochrane is located in the breathtaking Bow Valley corridor in the foothills of the Rocky Mountains in southern Alberta. With a population of over 27,000 people, and growing steadily every year, Cochrane is a thriving town, surrounded by world-famous ranch country. Our western heritage is reflected in the Town’s architecture and our friendly people. The Town of Cochrane welcomes innovative and skilled individuals to join our team of over 300 employees.

We are looking for an organized administrative professional with strong attention to detail and knowledge of records management.

Reporting to the Manager, Legislative Services this position is responsible for providing support to the Legislative Services team, with the organization’s Records Management Program and coverage in the absence of the Records Management Administrator. This position collaborates in developing policies, administrative directives and procedures for managing all stages and media of records while focusing on customer satisfaction.

Key Accountabilities:
1. Supports the Town’s records management program. This includes a wide variety records management/administrative/clerical functions; creates, files, and maintains electronic and physical files, throughout their life cycle, including new property files; provides post-scanning quality assurance to ensure batches are complete, accurate, and of a high quality.
2. Maintains scanning equipment (running calibration tests and basic cleaning; select appropriate settings for scanning; troubleshoots and collaborates as required with IT regarding scanner/printer functions); prepare documentation using MS Office Suite, Adobe Professional and RecFind (EDRM software).
3. Responds to internal and external inquiries by providing appropriate information and/or directing to appropriate person as required.
4. Distributes daily files and records to business units upon request and verifies their timely return.
5. FOIP: assists the Records Administrator in responding to Freedom of Information and Protection of Privacy (FOIP) and routine Access to Information Requests.
6. Assists with ensuring litigation documentation are supplied, organized and catalogued as may be required.
7. Assists with the organization and presentation of training programs for staff, management and Council in specific areas including FOIP, RecFind, elections, census, disaster planning, TRIM and other special project areas as required. Participates on select projects, including those involving collaboration with other staff members and external consultants on an ad hoc basis under the general supervision of the Manager, Legislative Services; such as, Municipal Elections and Census
8. Provides backup to the absences within the Legislative Services team and specifically the Records Administrator.

Education and Experience:
  • Post-secondary education in administrative profession
  • Two to three years’ experience in administrative position with solid understanding of the Municipal Government Act and the Freedom of Information and Protection of Privacy Act.
Skills and Abilities:
  • Advanced MS Office, Adobe Professional and Records Information Management (RIM) and software skills
  • Accurately type and proofread information
  • Attention to detail and ensures accuracy of paper and electronic filing; organize, index, prepare scans and enter documents into RecFind and physical records systems according to set processes
  • Research skills – capable of researching, collecting and compiling data; collaborates with staff and other stakeholders to collect relevant documents related to requests
  • Strong organizational and time management skills with the ability to prioritize work and exercise independent judgment
  • Work well in a team environment, establishing and maintaining effective working relationships internally and externally
  • Strong verbal, written and interpersonal communication skills, with excellent work ethic and commitment to a high-level of customer service
  • Ability to work flexible hours and multi-task; meet strict deadlines and work independently with frequent interruptions.
Certifications, Licenses and/or Designations:
  • Records Management Certificate preferred
  • Administrative Assistant Certificate, or equivalent
To apply, upload your cover letter and resume in one document and then complete the following online suitability screening survey.
Only those applicants completing this survey before 9pm MST on November 22, 2018 will be considered to proceed in the selection process.

Please note applications for this position will be accepted until 9pm MST November 22, 2018

The Town of Cochrane is an equal opportunity employer. We thank all applicants for their interest, however only those selected for an interview will be contacted. All applicants must be legally entitled to live and work in Canada.