Administrative Assistant

ABOUT US

The City of Spruce Grove is a fast growing, dynamic city committed to building and maintaining a fiscally responsible community that serves our residents, attracts visitors, and promotes future growth.

The "Values, We Live By" are accountability, communication, leadership, integrity, and respect while we work towards maintaining a work/play balance.

We are an organization that cares, an organization that is committed to our city and committed to you. The City of Spruce Grove is committed to public service, where everyone feels empowered to contribute their best work. We believe that by working together in a spirit of collaboration and respect, we can achieve great things.

THE OPPORTUNITY

The Administrative Assistant – Engineering serves as the primary point of contact at City Hall for the Engineering Department. This role is responsible for responding to public inquiries and providing support to internal staff on general engineering matters. The incumbent assists with data and document management and performs a wide range of administrative and clerical functions.

A key component of this position is supporting the lot grading and water/sewer connection inspection programs. This includes coordinating permits through CityView, answering incoming calls, and scheduling inspections.

The Administrative Assistant – Engineering plays a vital role in ensuring exceptional customer service at all times. This position reports directly to the Director of Engineering and works closely on a daily basis with the Engineering Coordinator.

This is a full-time, permanent position. The salary range is $50, $60,060.00.

RESPONSIBILITIES

Reception Administration

• Assess, evaluate, direct and respond to general inquires regarding Engineering matters.
• Provide client service to staff and the public (via front counter, telephone and email).
• Assist with City View usage for public as it in relates to Engineering matters.
• Ensure visitors and other inquires are directed to the appropriate staff for action.

Office Administration

• Monitor and action Lot grading requests.
• Monitor and action ICAP permit requests.
• Monitor and action Storage Container permits requests.
• Scheduling inspections for both Lot Grading and Water & Sewer program.
• Generate payments when necessary and daily balancing.
• Maintain, create, verify, print, and file various records, both hard copy and electronic utilizing Content Manager (CM9).
• Support meetings and committees, including logistical arrangements, agendas, transcription, minutes, and follow up on subsequent proceedings.
• Complete and action required Department Record Coordinator (DRC) duties as assigned by the Engineering DRC.
• Proofreading, editing and formatting a range of correspondence and written material.
• Maintain and organize file room and office supplies.
• Assist with projects and event planning.

Other Duties

• Understand and adhere to City policies, procedures and standards, whether written or implied, as amended from time to time.
• Contribute to a positive safety culture by always acting in a safe manner and complying with City safety policies and procedures for staff and contractors.
• Act as a steward of the City's Corporate Culture by following the "Values, We Live By".
• All employees shall act in a safe manner at all times and will report any unsafe conditions, procedures or acts for the benefit of the City. Continual adherence to the City Safety Policy is mandatory.
• Employee are expected to stay current on WHMIS and other safety-related procedures.
• Perform other job-related duties.

QUALIFICATIONS

REQUIRED QUALIFICATIONS:

• Minimum of a one-year certificate/diploma in office or business administration.
• Minimum of 2 years related administrative experience, preferably in a professional environment.
• An equivalent combination of education and experience will be considered.
• Proficiency in the Microsoft Office Suite (Word, Excel, Outlook).
• The ability to work independently in a busy and challenging environment, and the flexibility to assist where needed and work as an active team member.
• Ability to work effectively and professionally with all levels within the organization and externally.
• Outstanding interpersonal, time management, organizational and communication skills with a proven ability to interact in a highly professional and confidential manner.
• Problem solving and exercising good judgment are integral.

ASSET QUALIFICATIONS:

• Previous municipal experience.

COMPETENCIES:
Thinking & Acting Strategically - Forward-thinking. Sees the big picture and imagines the future. Links long-range visions, strategies, and concepts to daily work. Aligns personal actions and initiatives with customer needs, and with organizational priorities and direction. To think and act strategically requires an understanding of our organizational direction, as well as the internal and external factors that influence decision-making.

Building Influential Working Relationships - Strengthening and developing working relationships and strategic alliances that are founded on ethics, trust, and guided by our corporate values of respect, leadership, accountability, communication, and integrity.

Optimizing Performance & Results - Reaches for excellence for oneself, one's team, and the organization. Determined and focused on achieving outcomes that align with organizational goals. Creates goals and priorities that maximize resources while using an enterprising, resourceful approach to deliver outcomes and achieve customer expectations. Maintains accountability for results.

Growing Talent & Workforce Capacity - Honouring the individual differences that make each person unique. Being curious and committed to listening, reflecting, and learning. Developing individual and workforce capabilities to enhance the organization's capacity to accomplish strategic goals, enhance program and service delivery, and provide an exceptional customer/client experience. Contributes to a learning and teaching culture.

Fostering Innovation & Steering Change – Creates an environment for transformation. Advances the City through improvement based on innovation and guides the associated change. Uses the skills, attitudes and behaviours needed to produce new or improved programs and services to meet current and future needs of our customers, our organization, and our community.

CONDITIONS OF EMPLOYMENT

• Criminal Record Check Clearance.

NEXT STEPS

• You must apply through this portal to be considered. We do not accept applications through other forums.
• Only those candidates selected for further consideration will be contacted.
• Interviews will take place in January 2026.
• The posting may be used to staff other permanent or temporary vacancies.

WHY WORK FOR US?

• Competitive annual salary
• Pension
• Medical & Dental Benefits
• Life Insurance
• Wellness Initiatives
• Work/Life Balance
• Recognized General Holidays
• Leave Options
• Flexible Work Arrangements
• Positive Work Atmosphere
• Employee Awards
• Volunteer and Fundraising Opportunities
• Professional Development

Company

City of Spruce Grove

Location

Sustainable Growth and Development Services - Engineering

Opening Date

Dec 10, 2025

Closing Date

Dec 22, :59 PM