All jobs within 200 km around Warman in Administrative Jobs

Duties & Responsibilities

• Receives, screens and expedites telephone, written and in-person enquiries and determines appropriate action and provides follow-up, as required
• Provides a wide range of confidential administrative duties for the Mayor's Office.
• Assists with the scheduling of appointments and arranging meetings for the Mayor, including maintaining calendars.
• Assists with responding to invitations, including arranging for the Mayor to attend and participate at various functions.
• Performs a variety of clerical support duties including ordering office supplies.
• Coordinates and maintains confidential files and records.
• Prepares, edits, and circulates a variety of correspondence on behalf of the Mayor’s Office.
• Assists with the organization and coordination of special events hosted by the Mayor’s Office.
• Performs designated duties of the Executive Assistant, as required.
• Performs other related duties as assigned.

Qualifications

• Graduation from a recognized business college supplemented by classes in public administration or Business Administration plus three years’ related experience, including one year at a senior administrative level.
• An equivalent combination of education and experience may be considered.
• Thorough knowledge and understanding of City Divisions and their functions.
• Demonstrated ability to handle sensitive information in a confidential manner.
• Demonstrated ability in establishing and maintaining effective working relationships with a wide variety of people (government representatives, elected officials, public, media, and civic staff).
• Demonstrated strong organizational and multi-tasking skills, including the ability to handle large volumes of work and sensitive timelines.
• Ability to exercise sound independent judgement and to communicate clearly and effectively both orally and in writing demonstrating skill in adapting diverse communication techniques to evaluate situations and identify problems within established guidelines.
• Demonstrated skill in the use of MS Office suite in a Windows environment.

Under supervision of the Recreation Services Manager (Customer Service), this position coordinates the scheduling of staff for department sites using an automated system.

Duties & Responsibilities

• Coordinates, in consultation with supervisors, the collection, entry and revision of the staff resource requirements in an automated scheduling system for designated work sites.
• Develops preliminary work schedules and assigns staff to approved work schedules, for each work site, in accordance with approved policies, and presents them to supervisors for review and final approval.
• Ensures that the staffing schedules are distributed to each of the department sites in time for posting.
• Adjust and modify work schedules including assigning staff as required to ensure required staffing levels are maintained.  For example, coverage for vacation, illness, and changes to service levels.
• Evaluates system reports regarding the status of staff scheduled.  Investigate and address staff scheduling issues that do not align with department objectives. 
• Provides training for staff regarding scheduling.
• Consults the systems support staff regarding the scheduling system and related items.
• Responds to employee inquiries regarding staff schedules and assignment.
• Performs other related duties as assigned.

Qualifications

• Grade 12 education
• Graduation from a recognized, one-year post-secondary business-related program, or equivalent (such as Recreation Management, Kinesiology, Business)
• Four years' related staff scheduling experience.
• Considerable knowledge of modern office practices, technologies, and procedures.
• Considerable knowledge of project planning and staff scheduling.
• Considerable knowledge of labour regulations and collective agreements in a unionized workforce.
• Demonstrated ability to maintain attention to detail.
• Ability to organize a high volume of work, prioritize tasks, meet deadlines and achieve assigned deliverables.
• Ability to prepare and present reports.
• Ability to communicate effectively, orally and in writing.
• Ability to interpret, and make decisions in accordance with, approved policies and procedures.
• Ability to develop and present training sessions for relevant staff.
• Ability to establish and maintain effective working relationships.
• Demonstrated problem-solving skills.

Additional Requirements

    Evening and weekend work may be involved.

Under supervision of the Administrative Coordinator, this position performs receptionist and clerical duties for the Department.

Duties & Responsibilities

• Types, edits and creates a variety of letters, applications, permits, Construction Notices, reports etc., from electronic and written sources.
• Attends meetings, records meeting minutes, and maintains statistics as required by the Divisions supported.
• Maintains the Department filing system.
• Distributes and picks up mail.
• Maintains an inventory of Department office supplies.
• Assists with coordinating and maintaining office records, including file review and storage preparation. 
• Performs other related duties as assigned.
   

Qualifications

• Grade 12 education.
• Graduation from a business college. 
• Typing speed of 55 w.p.m.
• Two years' diversified and related office experience.
• Knowledge of business English and arithmetic.
• Knowledge of modern office practices and procedures.
• Ability to establish and maintain effective working relationships.
• Demonstrated customer service skills.
• Skill in the use of Microsoft Office and Software Applications

Duties & Responsibilities

• Receives, sorts and delivers mail & packages for civic departments, Saskatoon Police Service, and Boards on a scheduled basis, including sorting and expediting mail to and from Canada Post Corporation.
• Maintains record of incoming and outgoing registered mail and courier material, including completing related delivery documentation.
• Requisitions and maintains sufficient postage in postage machine and prepaid postage account at Canada Post Corporation.
• Records, reconciles and processes postage charges for civic departments, Saskatoon Police Service and Boards.
• Prepares, configures, and operates envelope inserter to operate efficiently while monitoring the quality of product.
• Receives and reviews printing requests and communicates with customers to collect additional information required to complete printing job to customer’s expectations.
• Evaluates problems that occur in the printing process (customer or internal issues) and makes necessary adjustments to ensure product quality.
• Preforms necessary maintenance, cleaning, and calibrations of all print & mailroom equipment to ensure optimal performance.
• Communicates with print and mail equipment manufacturers to address equipment performance concerns.
• Orders and maintains an inventory of printing & mailroom supplies.
• Performs other related duties as assigned.

Qualifications

Education, Training And Experience Requirements

• Grade 12 education.

• One year’s related experience.

Knowledge, Abilities And Skills

• Knowledge of high speed printing and mailing practices, procedures and equipment.

• Demonstrated ability to operate production printers, folder inserter, high speed postage meter and other print shop and mailing equipment.

• Demonstrated ability to work independently and deal effectively and courteously with staff, customers, vendors and external agencies.

• Ability to physical perform the assigned duties of the position which includes working with noisy equipment, standing for extended periods and lifting up to 30 kilograms throughout the day

• Demonstrated ability to work on multiple priorities while ensuring accuracy and efficiency in completing assigned tasks.

• Proficient in Microsoft (Outlook, Word, Excel,)are essential) & Microsoft PowerPoint, Publisher and Adobe (Illustrator ,Photoshop) would be an asset

• Experience working in a fast paced, demanding deadline driven production environment.

• Demonstrated ability to maintain confidentiality and communicate effectively both verbally and in written form.

This role will assist in carrying out business intelligence research and developing reports and documents to guide strategic planning and other strategy-related initiatives. The successful candidate will undertake and assist with activities pertaining to strategic and business planning, data collection of municipal information and documents, summarizing research, developing reports and presentations, and synthesizing a vast array of information and data into a brief. Additional administrative duties will be assigned as needed.
 

Duties & Responsibilities

• Business Intelligence Research: Conduct comprehensive research on municipal trends, opportunities, issues and challenges, and analyze internal and external data to provide actionable insights.
• Report Development: Develop executive summaries, detailed reports and interactive presentations that effectively communicate research findings and strategic recommendations to both technical and non-technical stakeholders.
• Strategic Planning Support: Support the Strategy Team with preparations for strategic planning workshops and meetings.
• Other Duties: Perform other related duties as assigned.

Qualifications

• Completion of three years’ post-secondary education in a field of study related to policy, business, economics, finance, engineering or science. Other fields may be considered.
• Strong analytical skills with the ability to collect, organize, analyze, and disseminate significant amounts of information with attention to detail and accuracy. Experience with research would be an asset.
• Proficient in MS Office (Excel, PowerPoint, Word) and business intelligence software.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team.

The position provides clerical duties for various functions of the City Clerk’s Office. 

Duties & Responsibilities

• Supports and assists Committee Assistants with various City Council, committee and quasi-judicial processes as directed.
• Provides the notices of Council committee meetings and appeals hearings, updates the events calendar with meeting dates, books the meeting space and handles any catering requirements including ordering and set up.
• Assists with the administration of programs, such as but not limited to corporate contracts and subdivisions, quasi-judicial processes, and Special Occasion permit requests.
• Prepares weekly meeting advertisements.
• Books Council Chamber and Committee Room E for the corporation.
• Orders office supplies for the City Clerk’s Office.
• Supports various projects, such as but not limited to revisions to the Municipal Manual, and maintenance of appointments to civic Boards and Committees.
• Responds to a variety of inquiries from civic departments, Council members and the public via email, in person and telephone.
• Performs electronic filing and searching.
• Receives and processes payments, as required.
• Assists with the training of Clerk-Steno 11 staff, as required.
• Participates in various programs and projects of the City Clerk’s Office, including the municipal election, as required.
• Performs other related duties as assigned.

Qualifications

• Graduation from a one-year, post-secondary business-related program.
• Typing speed of 55 w.p.m.
• Three years' progressively responsible related office experience, including customer service experience.
• Knowledge of the organization, function of City divisions and business practices and procedures.
• Ability to handle multiple priorities, organize workload, work independently and with minimal supervision, and meet tight deadlines.
• Ability to communicate verbally and in writing clearly and effectively.
• Ability to complete work in a concise and accurate manner.
• Ability to make decisions in accordance with established policies and procedures.
• Ability to establish and maintain effective working relationships.
• Ability to maintain a high level of confidentiality.
• Demonstrated skill in the use of MS Office suite and Adobe Acrobat in a Windows environment.

Duties & Responsibilities

• Provides senior professional and confidential administrative support services for the Mayor’s Office.
• Facilitates process for Mayor’s Office transparency protocols and reporting requirements.
• Administers and assists with special projects and events hosted by the Mayor’s Office.
• Participates in orientation and training of administrative staff.
• Coordinates, organizes, and assigns the work of administrative staff.
• Prepares and processes a variety of procurement documents in SAP, including Purchase Requisitions, Goods Receipts, and Service Entries, and coordinates payment of travel expenses, car allowances with Accounts Payable.
• Oversees the preparation and monitoring of the Mayor’s Office operating budget.
• Coordinates travel arrangements for Mayor and Mayor’s Office staff.
• Coordinates and maintains an effective and efficient file system of personnel and payroll records.
• Ensures the Mayor’s Office follows all corporate policies and administrative procedures.
• Liaises with City Clerk’s and City Manager’s Offices to ensure consistency and communication regarding City Council business.
• Performs other related duties as may be required.

Qualifications

Education, Training and Experience Requirements

• Degree in Public or Business Administration or related discipline with a minimum of two years’ progressively responsible related experience OR graduation from a recognized business college in business administration or a related field with five to seven years progressively responsible related experience.

Knowledge, Abilities and Skills

• Ability to exercise sound independent judgement and to communicate clearly and effectively both orally and in writing demonstrating skill in adapting diverse communication techniques to evaluate situations and identify problems within established guidelines.
• Demonstrated strong organizational and multi-tasking skills, including the ability to handle large volumes of work and sensitive timelines.
• Demonstrated ability to conduct research on topics as needed and provide summary reports.
• Demonstrated ability to handle sensitive information in a confidential manner.
• Demonstrated initiative, resourcefulness, and the ability to work independently within established policies and procedures.
• Demonstrated ability to provide high level of executive support service in complex and demanding circumstances.
• Demonstrated ability in establishing and maintaining effective working relationships with a wide variety of people (government representatives, elected officials, public, media, and civic staff).
• Thorough knowledge and understanding of municipal, provincial and federal governance and an extensive knowledge of municipal policies, procedures and bylaws.
• Considerable knowledge of protocol associated with municipal government. Considerable knowledge of the principles of office management and modern office systems, methods and procedures.
• Ability to plan and coordinate work of support staff.

Under supervision of the Manager, Customer Services, this position provides clerical support to the Planning and Development Department and oversees records maintenance of the Department’s Information and Records Management System.

Duties & Responsibilities

• Assists in the implementation and maintenance of the Department’s Information and Records Management System.
• Assists with evaluating solutions for improvements in the Department’s Records and Information Management procedures and processes.  
• Assists with establishing goals and priorities, setting standards, and evaluating effectiveness of the operation to achieve greater efficacy of services to ensure the achievement of operational, administrative and legislative requirements.
• Analyzes and identifies Department records to determine appropriate classification and retention.
• Assists with administrative tasks related to requests for information under The Local Authority Freedom of Information and Protection of Privacy Act, including the management of confidential information and records pertaining to the requests.
• Assists staff with training and use of the electronic records and information management software and other day to day records and information related matters.
• Scans, edits and indexes all documentation. Maintains proper filing system of documents according to the corporate filing policy.
• Types, formats and processes a variety of Department correspondence, manuals and reports, from written copy and electronic sources.
• Participates in continuing records management education, e.g., Association of Records Managers and Administrators seminars.
• Performs other related duties as assigned.

Qualifications

Education, Training and Experience Requirements:

• Grade 12 education.
• Graduation from a business college.
• Typing speed of 55 w.p.m.
• Three years' diversified and progressively responsible office experience.

Knowledge, Abilities and Skills:

• Considerable knowledge of business English and arithmetic.
• Considerable knowledge of modern office practices and procedures.
• Knowledge of the terminology used in building design and construction.
• Ability to establish and maintain effective working relationships.
• Ability to prioritize duties and responsibilities.
• Ability to make decisions in accordance with established policies and procedures.
• Skill in the operation of a computer with word-processing, spreadsheet and database software. 

Under supervision of the Administrative Coordinator, this position performs general administrative duties for the Project Services section of the Facilities Management Department.

Duties & Responsibilities

• Acts as the Receptionist, including answering telephone and in-person enquiries, arranging meetings,preparing agendas, and taking and transcribing minutes, as required.
• Processes, records and prepares Purchasing Orders, Quotes, Tenders and Proposals, memos and reportsDistributes documents to other departments.
• Maintains office files and ensures all information is entered in an accurate and timely fashion.
• Enters and edits vendor information in the appropriate program.
• Prepares a variety of correspondence for internal and external use.
• Orders supplies as required.
• Enters, tracks and verifies vacation balances, hours worked and other related payroll information.
• Performs other related duties as assigned.

Qualifications

Education, Training and Experience Requirements

• Grade 12 education.
• Graduation from a business college.
• Typing speed of 55 w.p.m.
• Two years' diversified general office experience.

Knowledge, Abilities and Skills

• Knowledge of business English and arithmetic.
• Knowledge of modern office practices, procedures and equipment.
• Ability to make arithmetic calculations rapidly and accurately.
• Ability to understand and execute oral and written instructions.
• Ability to deal courteously and tactfully with suppliers, the public and other civic employees.
• Skill in the care and operation of office equipment, including a computer with word-processing, spreadsheet and database (SharePoint) software.

Under the supervision of the Facility Manager: Maintenance Support, this position performs a variety of technical and administrator duties related to contract administration.

Duties & Responsibilities

• Oversees and inspects contracted services performed by suppliers and ensures these services conform to specifications, safety policies, work procedures, departmental policies, and related legislation and guidelines.  
• Monitors and processes invoices to ensure they accurately reflect the work completed, that expenditures are within approved budgets, and suppliers are paid as per their respective contracts.  
• Assists with the development of contract specifications.
• Supervises staff involved in the inspection of the work completed by contractors and updating contract files.
• Investigates and responds to enquiries from the public, civic departments and Facilities staff and proposes mutually agreeable solutions to problems.
• Maintains records related to contracts administration.
• Ensures that all contractors adhere to all Corporate and Department policies, procedures, standards and relevant legislation.  
• Coordinate work activities and communicates requirements to internal and external stakeholders. 
• Assists with the development of long- and short-range planning for Blanket Purchase Orders, Standing Offers and Supplier Rosters as they pertain to the City of Saskatoon Purchasing Policy. 
• Communicates with management on work progress and advises on problems that occur in the field.
• Provides technical support for contracts being administered. 
• Supports and promotes the health and safety of employees and the general public in accordance with the Saskatchewan Employment Act, Saskatchewan Health Regulations and Standards, Occupational Health & Safety Regulations and the City of Saskatoon’s administrative Occupational Health & Safety policies and departmental procedures.  Maintains and monitors programs which affect public and employee health and safety.
• Performs other related duties as assigned.

Qualifications

• Grade 12 education.
• Graduation from a two-year, post-secondary business  related program, with five years’ related experience in contract management including procurement, specification development, contractor performance management and invoice payment. 

OR

• Graduation from a one-year, post-secondary business related program, with six years’ related experience in contract management including procurement, specification development, contractor performance management and invoice payment. 
• Possession of Facility Management Professional (FMP) is preferred.
• Possession of a valid Class 5 Saskatchewan Driver’s Licence.
• Current driver’s abstract demonstrating a safe driving record.
• A vehicle suitable for use in the performance of duties is required.
• Possession of, or ability to obtain, a valid first aid certificate.
• Knowledge of the City of Saskatoon Purchasing Policy (C02-045). 
• Knowledge of current corporate contract and document filing processes and practices. 
• Ability to communicate effectively both orally and in writing.
• Knowledge of The Saskatchewan Employment Act.
• Ability to work with minimal supervision.
• Ability to establish and maintain effective working relationships with staff, contractors and the public.  
• Ability to establish and enforce work standards including safe conduct on the job.
• Skill in use of computers with related software applications.