Administration Coordinator

Posted by: Rural Municipalities of Alberta

Summary

The Organization
The Rural Municipalities of Alberta (RMA), established in 1909, represents the elected councils of Alberta’s 69 rural municipalities. The RMA’s mission is to empower its members through proactive leadership, strategic partnership, effective advocacy, and collective business services. The RMA fosters a collaborative work environment, and strives to operate as an innovative, responsive, and learning organization.

Purpose

The Administrative Coordinator primarily supports the internal activities of the RMA. As a result of the roles and responsibilities listed below, this position will have access to highly confidential member and association information. It is expected and required that this information be held in the strictest confidence. The position will also report to and provide administrative, planning and organizational support to the Manager of Administration. In all cases, this position is expected to work in a team environment.

This is an in-office position at our Nisku office. It is a full time permanent position.

Key Responsibilities

Responsibilities and Activities

• Administrative support
  • Serving as the first point of contact for inquiries, invitations, and other correspondence
  • Compiling submissions for inclusion in monthly board of director meetings.
  • Coordinating meetings and events with a diverse range of stakeholders
  • Making travel arrangements
  • Supporting leadership team in scheduling.
  • Serving as administrative backup for other divisions, including:
    • Making travel arrangements
    • Taking minutes at monthly board meetings, or other department meetings
    • Drafting and tracking correspondence to support other departmental activities
  • Supporting the implementation and ongoing management of department Sharepoint and file management processes.
  • Assist with the collection, organization, and verification of departmental documents to ensure readiness for migration into SharePoint libraries.
  • Serve as an administrative liaison between IT and organizational departments to facilitate clear communication about SharePoint changes, expectations, and required user actions.
  • Serve as the primary point of contact for inquiries related to expense coding, providing guidance to staff on appropriate coding practices and resolving discrepancies in a timely manner.
  • Management of expenses for leadership team.
  • Review submitted expense claims and supporting documentation for accuracy, completeness, and adherence to organizational financial policies.
  • Liaise with department managers to clarify account codes and ensure expenses are allocated accurately.
  • Other administrative duties as required, to support the overall administrative functions of the organization

Requirements

Knowledge, Skills and Abilities

• Post-secondary diploma in a related discipline (Office administration, )
• A minimum of two years of progressively responsible office experience
• Experience in a government, municipal, insurance, procurement, or non-profit setting is an asset
• Strong writing and verbal communications skills are essential
• Proficiency in MS Word, Excel, PowerPoint, Outlook, Sharepoint and familiarity with Adobe Acrobat are essential.
• Personable and able to build and maintain professional relationships
• Anticipate and seize opportunities to implement improved practices and procedures
• Ability to work in a team environment including keeping others appropriately informed
• Managing multiple priorities in a fast-paced, changing environment and quickly analyzing problems to reach a resolution
• Expects the highest quality performance from self
• Able to work with minimal supervision, self-motivated and self-directed
• A valid drivers license with a clean drivers abstract

The RMA is an equal opportunity employer. Any applicant that meets the qualifications above is encouraged to apply. Priority will be given to those already legally entitled to work in Canada.

To apply, please send a resume and cover letter in PDF format outlining how you meet the above qualification requirements, to the attention of Shannan McAuley at shannan@RMAlberta.com. This posting will remain open until a suitable candidate is found.

We thank all applicants, but due to the high volume of responses expected, only those selected for an interview will be contacted. No phone calls, please.

Job Type

Full time