Telephone and In-Person Reception

• Operate the switchboard by answering telephone calls promptly.
• Maintain and update telephone and mobile phone lists of employees, the office directory and the phone system.
• Respond to telephone calls and direct inquiries including in-person inquiries to the appropriate department or business area / staff member.
• Greet visitors / public in a friendly, courteous and professional manner; provide appropriate information and assistance.
• For security purposes, monitor the access of visitors and verify credentials, when appropriate.
• Provide high quality customer service by assisting customers; when applicable, process application forms for Wheatland County services.

Finance Administrative Support

• Accurately process a variety of payments (e.g., road approach deposits, planning and development fees, utilities, property taxes); issue receipts to customers; maintain records of transactions.
• Reconcile and close credit and debit card terminal and prepare bank deposit.
• Process tax certificate payments in accordance with the tax certificate procedure.

General Office Administrative Support

• Book Council Chambers and Council committee meetings on required dates; prepare coffee for Council and Council committee meetings.
• Ensure photocopier rooms are adequately stocked including supplies for Council; ensure photocopiers are filled with paper and the postage machine is equipped with sealer so that all equipment is constantly ready for use.
• Assess inventory levels and purchase office supplies for both the Administrative building and Council; when required, order fruit baskets / flowers for employees / elected officials.
• Monitor the County postage meter; advise Accounts Payable when postage meter reaches a certain amount.
• Participate in maintaining a tidy staff kitchen / lunch room.
• Handle mail-out requests for County maps and booklets; log and provide invoice data for invoice processing by Accounts Receivable.
• Provide support to Protective Services business area by processing all dog licences; maintain / update licence list.
• Open and distribute mail to appropriate business areas; handle incoming faxes, newspapers, courier shipments, administration email, and night deposit box; prepare and coordinate outgoing courier shipments.
• Receive and properly secure incoming legal proposals, tenders, etc.
• Ensure bulletin board notices are current with items properly posted.
• Ensure the Reception area is tidy and organized.
• Support Records Management with electronic filing of applicable records.
• Arrange the scheduling of vendors to provide office equipment maintenance services.

Other

• Ensure adherence to all applicable Wheatland County policies and bylaws.
• Ensure compliance with OH&S including attendance at safety meetings, being properly trained in OH&S related topics, and ensuring work is completed in a safe manner.
• Appropriately, and in a timely manner complete administrative tasks (e.g., timesheets), when required.
• Relate to and communicate with co-workers, management, customers and vendors sincerely, clearly, tactfully, promptly and courteously; respond to inquiries and complaints promptly and professionally.
• Perform tasks, consistent with the position, including special projects / assignments, as may be required on an ad hoc basis.
• Provide back up coverage for other financial service functions, as required.