Administrative Coordinator

Position Details:

Employer: MD of Fairview No. 136

Location: Fairview, AB

Industry: Municipal Government

Position Outline:

Spanning approximately 1387 square kilometres, the Municipal District (MD) of Fairview No. 136 is among the smallest rural municipalities in Alberta.  The MD is bordered by the mighty Peace River on the west and south sides and boasts one of the most picturesque welcomes in the province across the Dunvegan Bridge (colloquially known as the "Golden Gateway to the North"). 

As of 2021, the MD has a population of 1580 residents.  The rural municipality surrounds the Town of Fairview and includes the Hamlets of Bluesky and Whitelaw within its boundaries.

Vision:

The MD of Fairview endeavours to provide a high quality of life and services for all residents while maintaining a strong sense of community pride and natural beauty. 

The main economic activities within the Municipality include agriculture, agricultural processing, oil and gas, tourism, and manufacturing.  The preservation and strengthening of agriculture continue to be a primary focus, however progressive development, economic growth, and an environmentally responsible approach helps us move towards a financially sustainable future.

Please visit our website for additional information (www.mdfairview.com).

Position Title:  Administrative Coordinator

Reports To:  Chief Administration Officer (CAO)

Position Summary:  Supports all department functions, Directors and CAO, coordinate workflows and administer Municipal Safety Program

Regular Hours of Work:  8:30 a.m. to 4:30 p.m., Monday to Friday

                                               35 hours per week, 1820 annual hours

The role involves the following:

Administrative Coordination and CAO/Director Support

• Coordinate the planning, implementation and monitoring of interdepartmental projects, programs, and initiatives. (Community Assistance Grant Program, Asset Management Projects including IT related projects).
• Manage day-to-day administrative workflows across departments, ensuring clarity of responsibility, timely completion of tasks, and effective communication between employees and departments.  This includes supporting Directors by delegating tasks and monitoring task assignments among administrative employees.
• Provide direct administrative coordination and support to the Directors during periods of increased workloads or employee absences to maintain operational continuity.
• Identify opportunities for organizational administrative improvement and recommend policy or process changes.
• Support the Directors in the research, development, and review of policies, programs, processes, and procedures.
• Coordinate small-scale procurement and purchasing for approved and budgeted items, ensuring compliance with municipal procurement policies/procedures and proper recordkeeping of quotes, invoices, and purchase authorizations.
• In collaboration with the Directors, provide guidance, mentorship, and support to administrative employees across departments to promote consistency in processes, improve positional cross-functioning, strengthen administrative capacity, and encourage professional growth.
• Provide administrative leadership and coordination for the Department of Public Works, ensuring accurate organized workflows, timely completion of delegated administrative tasks and compliant records retention.
• Function as the departmental customer service lead, directing inquiries/complaints/requests to appropriate employee(s), coordinating employee(s) response, monitoring completion of related delegated tasks.
• Assist with asset management systems or data administration.
• Provide administrative coordination and support for Public Works operations during the absence of the Director, under the direction of the CAO.

Health and Safety Coordinator

• In consultation with the CAO, develop and implement a Municipal Health and Safety Program that meets the standards established by the Alberta Municipal Health and Safety Association (AMHSA); assume a lead role in obtaining and maintaining a Certificate of Recognition (COR), with AMHSA as the certifying partner.
• Obtain and maintain current certification as an AMHSA Certified Municipal Health and Safety Auditor to enable the Municipality to participate in the Partnerships in Injury Reduction (PIR) program.
• Ensure that Directors and Supervisors provide health and safety orientations to all new Municipal employees and ensure, at the direction of the Directors and Supervisors, that all current and new employees receive required health and safety training.

IT Coordinator

• Coordinate administrative activities related to the Municipality’s Information Technology systems to support reliable operations across all departments.
• Function as the primary liaison with contracted IT service providers, assisting with service requests, troubleshooting coordination, system updates, and project implementation.
• Maintain inventory of municipal IT equipment including computers, mobile devices, and related hardware.
• Coordinate employee onboarding and offboarding IT requirements in collaboration with Human Resources and contracted IT service providers.

As the Administrative Coordinator, you will demonstrate the following:

• Strong coordination and delegation skills with the ability to organize and oversee multiple priorities and tasks.
• Excellent interpersonal and communication abilities to support collaboration across departments, and the delivery of respective and professional customer service.
• Ability to function as a team member and work independently with minimal supervision.
• Strong analytical, research, problem-solving, and process improvement skills.
• Ability to maintain confidentiality with respect to all matters relating to the Municipality.
• General knowledge and understanding of the Occupational Health and Safety Act, Regulations and Code, Municipal Government Act, Protection of Privacy Act, Access to Information Act and other applicable Municipal, Provincial and Federal Acts, Regulations, Codes, and Bylaws.
• Ability to use a computer with demonstrated proficiency and well-developed skills working with Microsoft Office and a working knowledge of GIS, Financial and Records Management systems.

The successful candidate will possess:

• Post-secondary certificate, diploma, or degree in a related discipline.
• A minimum of two years’ of progressive administrative experience in a related discipline, preferably in a municipal or public sector environment.
• Certificate in Occupational Health and Safety, or related coursework, considered an asset.
• Working knowledge of or experience with Geographic Information Systems and Information Technology Systems.
• Valid Alberta Class 5 Operator’s Licence with suitable Driver’s Abstract.
• Certified in or willing to obtain certification in: Leadership for Safety Excellence (AMHSA), WHMIS, Standard First Aid/CPR-C & other training related to Occupational Health and Safety.

A competitive compensation package will be provided to the successful candidate.  This includes an attractive and competitive base salary, a comprehensive municipal benefits package, and LAPP (Local Authorities Pension Plan).  Details will be discussed in further conversations.

James Davies                               

Managing Director

DCG Executive Search Services Ltd.

Phone: (780) 758-9796

E-mail: [email protected]

Web: www.daviescg.com