All jobs within 100 km around Moose Jaw in Administrative Jobs

Position Summary

We are seeking a highly organized and detail-oriented Administrative Support professional to provide essential coordination, logistical, and administrative services. This role supports the Client Services & Labour Relations branch. The position plays a key role in ensuring the smooth day-to-day operations of the branch and department.

Key Duties & Responsibilities

• Managing the central email inbox, disseminating, and actioning various forms of correspondence.

• Collect, assemble, and organize information packages, reports, and correspondence.

• Provide logistical support for meetings, including booking space, preparing agendas, and distributing materials.

• Manage the department purchasing card reconciliation process

• Respond to requests for information from both internal and external stakeholders.

• Maintain office filing systems and ensure accurate record-keeping.

• Prepare and proofread general correspondence, reports, and documentation.

• Assist with onboarding and training new administrative staff as required.

• Serve as a point of contact for customer service and administrative inquiries.

Key Qualifications

• Diploma or certificate in Business Administration, Office Administration, or a related field.

• 2+ years of administrative experience in a professional setting.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Strong organizational and time-management skills.

• Excellent written and verbal communication abilities.

• Ability to handle confidential information with discretion and integrity.

• Strong interpersonal skills and customer service orientation.

Date Posted: March 14, 2025

Closing Date: April 6, 2025

In recognizing our relationship to the land, we grow our community and improve quality of life. This statement reinforces an Indigenous worldview that our relationship with the land is foundational, and our respect and care for this relationship informs and influences our decision-making.
If you have a passion to serve the community and impact Indigenous communities and relations, please consider applying.  This position would benefit from an Indigenous candidate.
This position is responsible for duties related to centralized purchasing and procurement function.

Key Duties & Responsibilities

• Maintains authorization for purchases of goods and services database for delegated purchasing authority limits
• Maintains vendor/commodity and service table, including conducting vendor research when necessary
• Assembles tender documents, prepares bid summaries, and award documents and forwards to senior purchasing staff
• Process applications, monitor transactions, and prepare statistics for the P-card program
• Monitors purchases for corporate supplies/service contracts
• Verifies and authorize the release of invoices on hold
• Closes out purchase orders and blanket order releases
• Ensures the timely entry of requisitions, blanket order releases, and receiving documents
• Assists in the distribution of formal tender packages in accordance with policy
• Responds to inquiries regarding purchasing
• Maintains filing systems in accordance with branch procedure and corporate records management policies and procedures
• Completes searches, inputs data, validates data, and generates reports and lists from programs and applications

Key Qualifications

• Completion of secondary school plus job-related training and/or course work
• Minimum of nine months of previous and on-the-job procurement-related experience
• Knowledge of procurement principles, policies, procedures, processes, and systems
• Knowledge of administrative, financial, and clerical functions and systems
• Knowledge of specific branch as well as the broader divisions/departments/branches
• Knowledge of relevant collective agreements, bylaws, policies and procedures, and legislation, including health and safety standards
• Knowledge of job-related office productivity software, internet browsers and search engines, enterprise software, discipline-specific software, and technology devices

Communication and Interpersonal Skills

• Explains and exchanges technical information one-on-one
• Explains and exchanges policy, procedure, and process information one-on-one

Problem Solving and Decision Making

• Identifies issues, consults, and follows policies, procedures, and processes
• Prioritizes and adapts office activities in accordance with daily/weekly schedule within defined timelines/deadlines
• Provides ideas and suggestions to improve work processes

The City of Regina is seeking a skilled and motivated Executive Assistant to join our dynamic team. This is a great opportunity for an administrative professional with strong interpersonal skills, a decisive nature, and the ability to work independently. The successful candidate will play a key role in supporting the Deputy City Manager (DCM) of City Operation. 

Key Duties & Responsibilities

• Manages the DCM calendar through collaboration, prioritization, and scheduling.
• Manages various interactions at all levels, from internal staff, City Council, residents, and business partners, keeping the DCMs perspective in mind.
• Assemble and provide information packages for the DCM, as well as committees and groups  files, reports, correspondence, and background materials.
• Provides logistical support, such as confirming meeting space, preparing agendas, assembling materials, ensuring notices and information packages are distributed as required.
• Coordinates the flow of information for interdivisional meetings and materials.
• Builds and maintains relationships between and across divisions and external organizations.
• Exercises professionalism and confidentiality in relation to needs of all customers, with a high degree of exceptional customer service.
• Prepares and assembles necessary background material and files, attends meetings to take notes and prepares follow-up correspondence.

Key Qualifications

• Our preferred candidate will have a depth of senior-level administration experience, with a minimum of five (5) years providing direct executive leadership support.
• Extensive experience using word processing, spreadsheets, presentations, email, and related office administration software is essential.
• Knowledge of basic accounting functions.
• Possesses a high degree of digital literacy, fluent in the full suite of Office 365 applications.
• Proficient in composing correspondence from general instructions or in response to written inquiries.
• Skilled in typing, proofreading, and highlighting various materials, including committee reports, general correspondence, and other documents.
• Excels in relationship building and communication.
• Possesses exceptional interpersonal skills.
• Exhibits strong organizational skills and meticulous attention to detail.
• Takes a proactive approach to executive administration.
• Demonstrates sound judgment.
• Understands the importance of urgency and acts accordingly.
• Maintains confidentiality and understands the pivotal role of an Executive Assistant within the organization.
• Demonstrates high confidence and the ability to work independently in a dynamic and time-sensitive environment.

The Good Stuff

• Competitive salary
• Schedule Days Off (SDOs) 12 paid days per annum
• Robust benefit package that consists of a defined benefit pension, healthcare/flex spending account, long-term disability benefits, health, dental and life insurance, annual vacation, sick and lieu days
• Supported educational programs as a means to enhance employee knowledge and skills through our Educational Assistance Program. Options for Long-term learning programs to provide opportunities for employees to work towards a designation, degree, etc.,
• Receive 50% off admission to City leisure facilities (Swimming, etc.),
• An inclusive and diverse work culture 

The Mayor's Office is seeking an organized, proactive, and detail-oriented Administrative Support professional to join our dynamic team!

The Administrative Support position will play a key role in the success of the office operations by providing essential coordination, logistical, and administrative support. As a vital team member, you will ensure smooth day-to-day operations while collaborating with a diverse group of professionals to drive the effectiveness and success of the office.

If you are looking for a role where your skills are valued and your contributions make a meaningful impact, this is the perfect opportunity for you.

Key Duties & Responsibilities

• Manage and coordinate meeting and appointment schedules.
• Prepare and assemble information packages, reports, correspondence, and background materials. 
• Provide logistical support for meetings, including scheduling, preparing agendas, distributing materials, and ensuring smooth execution.
• Respond to inquiries and requests for information from internal and external stakeholders. 
• Build and maintain positive relationships across departments.
• Compose, proofread, and finalize various forms of correspondence and reports. 
• Maintain the office filing system and manage document organization.
• Support the department's operational success by addressing workflow interruptions and adjusting priorities as needed. 

Key Qualifications

• The successful candidate will have completed secondary school or equivalent, with successful completion of post-secondary education in business administration, office management, or a related field preferred, along with at least three (3) years of administrative experience in a professional office environment. Experience in the public sector within a unionized environment is considered an asset.
• High-level proficiency in Office 365 (Word, Excel, PowerPoint, Outlook) is required. 
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines while maintaining accuracy.
• Excellent verbal and written communication skills for clear and professional interactions.
• Familiarity with standardized administrative processes and adaptability to evolving workflows.
• Ability to build positive relationships and work effectively in a collaborative team environment and leading self with a customer service mindset.
• Capacity to adjust to changing priorities, manage interruptions, and maintain focus in a fast-paced setting.
• Skilled at identifying practical solutions to challenges using established practices, policies, and procedures.

Join the Property Assessment Services branch as a Property Assessment Clerk, supporting the City's assessment -branch. In this position, you will manage market data, maintain accurate records, and provide excellent service to customers. This role involves data entry, managing property sales records, coordinating market data collection, and building strong stakeholder relationships. This position will be a great opportunity for a detail-oriented professional to make a meaningful impact in a public-focused environment.

Key Duties & Responsibilities

• Reviews, validates, and enters assessment sales data.
• Generates sale questionnaires and reminders, tracks and screens returned questionnaires for completeness, completes follow-up, and escalates as required.
• Reviews and matches MLS electronic transfer files of property sales.
• Reviews, corrects, and matches sales to ISC ownership changes.
• Reviews, validates, and enters assessment income and expense data.
• Contact property owners, property management companies, landlords, and accountants to document extensions and gain cooperation for market data information completion in accordance with legislation.
• Maintains accurate correspondence records of cases for future appeals or legal considerations.
• Respond to internal and external customer inquiries.
• Other duties as required. Please note this is not an exhaustive list. To view the full job description, please visit open.regina.ca.

Key Qualifications

• Completion of a high school diploma or GED, along with a certificate in Business Administration (including courses in financial accounting).
• Minimum of three (3) years of previous and on-the-job administrative, financial, and/or clerical plus customer service experience
• Strong knowledge of office and financial administration procedures, with a focus on providing effective customer service.
• Understanding of assessment policies, procedures, and practices.
• Proficiency in job-related office software, enterprise systems, and discipline-specific applications.
• Skilled in providing responsive, professional customer service, including handling interactions with frustrated clients.
• Effective at collaborating with colleagues and clients to share and clarify assessment-related information.
• Capable of prioritizing and adjusting tasks to meet schedules and deadlines.
• Competent in preparing reports and conducting audits, including tracking tenancy changes and key assessment data.
• Able to interpret and communicate policies and procedures for assessment processes clearly and accurately.

Position Summary

The City of Regina is looking for a reliable and organized individual to support the Partnerships & Permit Services team. In this role, you will handle reception duties, assist with administrative tasks, coordinate logistical arrangements, and provide excellent customer service. You will help keep the office running smoothly by managing communications, organizing materials, and supporting both staff and external stakeholders. This position plays a key role in ensuring efficient and effective operations.

This position provides complex administrative support work within an assigned Department. This position is responsible to provide exceptional customer service to internal and external customers and to prepare complex correspondence and reports.

Key Duties & Responsibilities

• Provides reception, customer service, and first point of contact for work unit
• Answers telephone, directs calls, takes messages, directs visitors, makes photocopies, scans, faxes, files, prints, labels, and stuffs envelopes, along with other clerical duties
• Triages services requests and other incoming messages (in-person, telephone, email) for response and action
• Coordinates the flow of information/materials for tenders and meetings
• Makes logistical arrangements (confirms attendees, books rooms, equipment, and resources) for meetings, tender openings, events, travel and accommodations, and training and development
• Monitors office equipment, troubleshoots, and places service/repair requests
• Attends meetings, take minutes, and circulates draft
• Collects, opens, receipts, completes mail log, and distributes daily mail and courier packages
• Prepares outgoing mail and courier packages
• Designs/prepares pamphlets/brochures/binders/forms
• Updates manuals and standards and circulates revised documents
• Responds to requests for information or materials from both internal and external stakeholders
• Maintains filing systems in accordance with corporate records management policies and procedures
• Processes departmental invoices, journal vouchers, cash receipts, and purchase/payment requisitions
• Monitors office supply inventory, requisitions and purchases within limits of established authority (p-card, blanket agreements, and/or general stores)
• Completes searches, inputs data, validates data, and generates reports and lists from programs and applications (vendor set up)
• Perform other related duties as required.

Key Qualifications

• Completion of secondary school or equivalency plus job-related training and/or course work
• Minimum of nine months of previous and on-the-job administrative and/or clerical experience
• Knowledge of office administration processes, procedures, and equipment plus customer/client services
• Knowledge of cash receipts, processing, and reconciliation practices
• Knowledge of relevant collective agreements, bylaws, policies and procedures, and legislation, including health and safety standards
• Knowledge of job-related office productivity software, internet browsers and search engines, enterprise software, discipline-specific software, and technology devices
• Provides front-line customer service where messages/responses may be met with frustration/rudeness
• Interacts with staff and residents to exchange general information
• Responds sensitively and appropriately to the needs of all customers/clients
• Explains and exchanges administrative and other process information as well as policy and procedure information for work unit
• Consults and follows policies, procedures, and processes
• Prioritizes and adapts office activities in accordance with daily/weekly schedule within defined timelines/deadlines
• Triages incoming telephones calls and emails
• Contributes to a positive experience through provision of customer service and administrative services
• Contributes to completion of work unit activities through completion of sequenced tasks/workflow
• Contributes to financial stewardship through purchasing of and care of supplies, materials and equipment
• Familiarizes new employees with tasks, duties, practices, and processes

Working/Other Conditions

• The majority of the work is undertaken in City facilities. The work environment is an office environment.

The Organizational Wellbeing Branch is seeking an organized, proactive, and detail-oriented Administrative Support professional to join our dynamic and growing team!  This branch leads organization-wide initiatives of Rewards and Recognition, Learning and Development, Psychological Safety, Equity/Diversity/Inclusion, Performance Management, Leadership Development and Employee Engagement.

The Administrative Support position will play a key role in the success of both the branch and departmental operations by providing essential coordination, logistical, and administrative support. As a vital team member, you will ensure smooth day-to-day operations while collaborating with a diverse group of professionals to drive the effectiveness and success of the department.

If you are looking for a role where your skills are valued and your contributions make a meaningful impact, this is the perfect opportunity for you.

Key Duties & Responsibilities

• Manage and coordinate meeting and appointment schedules.
• Prepare and assemble information packages, reports, correspondence, and background materials.
• Provide logistical support for meetings, including scheduling, preparing agendas, distributing materials, and ensuring smooth execution.
• Respond to inquiries and requests for information from internal and external stakeholders.
• Build and maintain positive relationships across departments.
• Maintaining a training database, organizing and managing accurate records and collaborating with internal employees on training logistics.
• Compose, proofread, and finalize various forms of correspondence and reports.
• Maintain the office filing system and manage document organization.
• Collaborate on onboarding and job-related training for new team members.
• Support the branch administration of Rewards and Recognition program logistics, maintenance of records and regular communication with stakeholders.
• Provide support for in-person and on-line learning platforms, oversight of our Learning Centre and supporting external training facilitators while on site.
• Support the department’s operational success by addressing workflow interruptions and adjusting priorities as needed.

Key Qualifications

• The successful candidate will have completed secondary school or equivalent, with successful completion of post-secondary education in business administration, office management, or a related field preferred, along with at least three (3) years of administrative experience in a professional office environment. Experience in the public sector within a unionized environment is considered an asset.
• High-level proficiency in Office 365 (Word, Excel, PowerPoint, Outlook) is required.  Experience working with Learning Management Systems (LMS) and Oracle databases is a preferred asset.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines while maintaining accuracy.
• Excellent verbal and written communication skills for clear and professional interactions.
• Familiarity with standardized administrative processes and adaptability to evolving workflows.
• Ability to build positive relationships and work effectively in a collaborative team environment and leading self with a customer service mindset.
• Capacity to adjust to changing priorities, manage interruptions, and maintain focus in a fast-paced setting.
• Skilled at identifying practical solutions to challenges using established practices, policies, and procedures.

This position assists in continuous improvement initiatives under the direction of the Supervisor, Fleet Stores while performing physical and clerical duties such as purchasing, receiving, storing and issuing supplies and maintaining computerized stock records

Key Duties & Responsibilities

• Ensures that the stock is adequate to service the requirements of clients by monitoring supply and with the use of system generated reports.
• Expedites receipt of back ordered material, completes delivery receipts and maintains parts manuals and books.
• Fills orders, sources suppliers and products, prepares purchase requisitions and obtains purchase order numbers to purchase stock and non-stock parts.
• Estimates stock needs that will satisfy daily requirements and will provide for seasonal fluctuations or program changes in the agencies served.
• Receives parts to stock or work order in a computerized environment using software including Oracle and M5 ASSETWORKS.
• Consults with supervisor on changes in inventory levels and procedures required to keep the stores operating in an efficient manner.
• Inspects goods received for damage before accepting delivery.
• Assists in taking periodic physical inventory counts and balances the results obtained against perpetual inventory records.
• Supplies detailed information and analysis for cost accounting purposes.
• Utilizes corporate software to effectively manage the operational needs of the area.
• Realizes cost savings opportunities through the implementation of a diagnostic and predictive approach to inventory issues.
• Assists in ensuring that section activities and projects are managed in accordance with the approved budgets and that variances are properly reported and approved.
• Approves requisitions, expenditures and other transactions within the limits of authority; takes necessary action to protect corporate assets against improper use, loss or waste.
• Maintains an effective working relationship with client groups to ensure service standards are adequate to meet program requirements.
• Assists supervisor in review and provides input into tenders, customer specifications and related documents.
• Follows all rules and regulations as set out in the Provincial Occupational Health and Safety Act and the City of Regina Occupational Health and Safety Manual.
• Performs related duties as required.

Key Qualifications

• Must possess Grade (12) twelve and courses towards Level II Purchasing Management Association of Canada (PMAC), or Supply Management Technician (SMT) or be working towards a Journeyperson Parts status.
• Four (4) to five (5) years experience in a stores & materials management environment are required.
• Thorough knowledge of the specifications for mechanical repair and maintenance of vehicles, heavy equipment, heavy truck, and other inventoried materials. Preference will be given to experience in a municipal setting.
• Thorough knowledge of the principles and practices involved in inventory management.
• Considerable knowledge of receiving, stocking, tagging and issuing supplies in a computerized stores operation.
• Ability to analyse/inquire and determine the parts required to accomplish objectives in all types of situations.
• Knowledge of the use of computer technology and systems and its application in the areas of inventory management, materials.
• Knowledge of the tendering practices utilized by the City of Regina.
• Knowledge of the general rules and regulations of the Provincial Occupational Health and Safety Act and the City of Regina Occupational Health and Safety Manual.
• Ability to establish and maintain effective working relationships.
• Able to effectively assist in preparation and presentation of complex proposals in an oral or written form.
• Ability to analyze information and situations, document findings and recommend required changes.
• Skill and ability to utilize a computer and various Corporate software programs such as Windows, Microsoft Word and Excel, Oracle and M5 ASSETWORKS and ability to enter information using basic keyboarding skills.
• Ability to perform physical labour, including heavy lifting.

Working/Other Conditions

• May be required to work varying shifts and rotating weekends.
• Must possess a valid driver's license.
• Must possess or be able to obtain certification as a forklift operator.
• Must possess or be able to obtain WHMIS certificate

Physical working conditions include:

• Working on surfaces such as concrete, asphalt and metal stairs
• Sitting and standing for extended periods
• Frequent upper body movement and reaching overhead/over shoulder level for extended periods
• Frequent carrying and lifting and static pulling and pushing of up to 50 pounds

Possible environmental conditions:

• Diesel exhaust fumes
• Dusty
• Soaps, chemicals
• Diesel & lubrication products