Corporate Services Assistant

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:  Corporate Services Assistant (Clerk III)

Reports To:  Director, Corporate Services and Finance

Position Summary:  Provides administrative and project support services primarily within the areas of health and safety, development and planning and property tax and assessment related functions

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:

General

• Provide administrative and project support services within the Department of Corporate Services and Finance, primarily relating to property tax and assessment.
• Assist and support other Departments primarily relating to property tax and assessment, Occupational Health and Safety and Development and Planning.
• Serve as the primary backup to the Finance Assistant for accounts payable, accounts receivable, and utilities.
• Serve as the primary backup to the Development Officer for tasks relating to Development and Planning.
• Provide support to all other administrative support positions during busy periods, periods of heavy workload, absences, vacancies, or special projects and events.
• Function as an Assessment Review Board clerk in a backup capacity to the Director, Corporate Services and Finance.

Property Tax and Assessment

• Complete bi-monthly land title changes from Alberta Land Titles as well as miscellaneous changes such as mortgage holder and lease changes.  Where required, forward land titles changes to the assessor, send and receive applicable declarations and update the Municipal map. 
• Inform the Finance Assistant and Development Officer of any land title changes that may affect their scope of work.
• Maintain land title records, including electronic and paper document filing.
• Create and mail property tax statements for overdue accounts and assist in the collection of tax accounts and arrears.
• Respond to ratepayer inquiries regarding assessment and taxation; if requested, submit assessment inquiries to the assessor on behalf of a ratepayer.
• Process any assessment revisions received from the assessor, ensure internal system balances with assessor’s assessment summary, and maintain assessment records accordingly.
• Preparation of assessment notices and tax notices.
• Assist with tax notifications and the tax recovery process, including public auctions; complete discharges of tax notifications as required.
• Administer the pre-authorized tax payment plan including issuing new agreements, system setup, and processing of payments, and receipts.
• Perform all legislated duties required of the backup Assessment Review Board Clerk.

Administrative Lead – Corporate Services 

• Oversee and coordinate the completion of all administrative tasks relating to Property Tax and Assessment, ensuring compliance with the Municipal Government Act and other relevant legislation.  This includes the preparation and maintenance of assessment rolls, preparation and issuance of assessment and taxation notices, administering of tax recovery processes and maintenance of land title records.
• Coordinate administrative activities related to Geographic Information Systems (GIS), acting as the primary liaison with contracted service providers to support system reliability, provide technical support to employees, manage data, and ensure cross-departmental functionality and integration.  
• Coordination and oversee agreement administration, ensuring agreements are properly documented, cross-departmentally task tracked (as applicable), and renewed in accordance with established policies and procedures.

Health and Safety

• Make every reasonable effort to protect the health and safety of all workers and oneself.
• Comply with the Municipality’s Health and Safety Program, as well as the Alberta Occupational Health and Safety Act, Regulations, and Code. 
• Wear and maintain Personal Protective Equipment (PPE) as required.
• Report all incidents, near-misses, and injuries requiring First Aid or Medical Aid to supervisor or Director.
• Participate in and complete Field Level Hazard Assessments as required and report new hazards, unsafe acts, or unsafe conditions to a supervisor or director.
• Refuse dangerous work and report the refusal to a supervisor or director. 
• Comply with all WHMIS and TDG requirements when handling, using, transporting, and storing materials.

As the Corporate Services Assistant, you will demonstrate the following:

• Ability to interact well with others and to effectively address concerns and inquiries in a professional and respectful manner.
• Ability to function as a member of a team and to work independently with minimal supervision.
• Excellent verbal and written communication skills that enable clear communication of complex matters. 
• Ability to prioritize, organize and manage work-related tasks and to achieve results within acceptable timeframes.
• Strong analytical, reconciliation, research, and critical thinking skills.
• Ability to maintain confidentiality with respect to all matters relating to the Municipality.
• The matters relating to Assessment and Taxation Regulation, and matters relating to Assessment Complaints Regulation.
• 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 software such as Microsoft Office, Excel, Outlook, and Word.

The successful candidate will possess:

• A minimum of two years’ business or municipal experience preferred
• Valid Alberta Class 5 Operator’s License with suitable Driver’s Abstract
• Certified in or willing to obtain certification in:
  • Municipal Health and Safety Management Systems (AMHSA) & Health and Safety Auditing (AMHSA)
  • Leadership for Safety Excellence (AMHSA)
  • Assessment Review Board Clerk Certification
  • WCB’s Return to Work Seminar
  • 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