POSITION:  ADMINISTRATIVE ASSISTANT – RECEPTION

DEPARTMENT: ADMINISTRATION

REPORTS TO: LEGISLATIVE SERVICES MANAGER

SUPERVISES: NONE

SUMMARY: Reporting directly to the Legislative Services Manager, the Administrative Assistant for Reception is responsible for providing reception for incoming telephone calls, counter service for citizens and respond to citizen concerns. This person will provide assistance with general office duties and clerical assistance as required. 

 

MAJOR RESPONSIBILITIES

1. Provide excellent customer service

• Respond to customer concerns in a courteous and friendly manner
• Answer incoming telephone calls promptly

1. Primarily responsible for providing reception services to counter and telephone customers

• Respond to customer and citizen enquiries and concerns
• Assist members of the public doing business with the Town of Pincher Creek
  1. Receive payments
  2. Licensing
  3. Maintain records for booking meeting rooms and gym
• Procure office supplies as required
• Maintain lobby information boards
• Communicate GIS system requests in City Wide to Asset Management Coordinator 
• Maintain proper filing system in accordance with the Town of Pincher Creek Records Retention Bylaw

1. Administrative Support

• Provide backup (other) when (other) Administrative Assistant is out of the office. 

 

OTHER RESPONSIBILITIES

1. Provide backup as required

• Provide assistance to other administrative areas as needed as needed
• Ensure proper setup is completed for meetings

1. Attend meetings as required

• Ensure professional conduct in meetings
• Take notes/minutes as required

1. Responsible for working safely and following safety policies

• Participate in Pincher Creek Regional Emergency Organization training, role development and activation duties as required.
• May be required to work outside of normal work hours during Emergency Coordination Centre (ECC) activation.
• Participate in the Health and Safety program

1. Maintain work area in a clean and tidy manner

   • Responsible for kitchen duties
   • Maintain office equipment
   • Perform sanitation such as disinfecting door knobs, etc. 

2. Ensure professional dress

3. Take ownership and solve problems as required

4. Ensure supervisor is fully apprised of all relevant and pertinent matters

5. Demonstrate professionalism and integrity in the workplace

6. Assist with emergent or unforeseen tasks as required

7. All other duties as assigned by either supervisor or the CAO

 

QUALIFICATIONS

• High School Diploma

ASSETS

• Administrative Diploma
• Training/mentoring skills
• Communication skills
• Organizational skills
• Motivating others
• Able to handle multiple issues and prioritize tasks
• Pleasant and helpful attitude