Job Description

Position Summary

The Village of Donnelly is seeking a detail-oriented and motivated Administrative Assistant to join our team. This part-time position supports both administrative and financial functions in the Village Office. The successful candidate will work directly with the public and assist the CAO in the day-to-day operations of the municipality.

Administrative Duties

Greet and help residents and visitors at the front counter or by phone

Answer questions or direct people to the right department

Type letters, reports, and other documents

Keep paper and digital filing systems organized and up to date

Update and maintain bylaws and other important documents

Keep office supplies stocked and order more when needed

Help organize and update office templates and forms

Oversee and support Public Works and Admin staff to stay on task

Help make sure Village property is well-maintained and bylaws are followed

Track and respond to public complaints

Support the CAO with daily tasks and special projects

Assist with emergency programs and municipal training

Keep the office clean and tidy (floors, windows, workspace, etc.)

Finance Duties

Take payments for taxes, utilities, permits, and licenses

Issue receipts and record payments properly

Prepare and send utility bills to residents

Update tax and utility account information (names, addresses, etc.)

Enter financial transactions and keep accurate records

Process accounts payable, match invoices to orders, and prepare cheques

Make regular bank deposits and keep track of them

Help prepare the annual budget and support the monthly and year-end financial reports

Maintain pre-authorized payment systems for taxes and utilities

Communicate with vendors to make sure invoices are correct

Assist with provincial and federal grant paperwork when needed

Learn and use financial software for accounting, payroll, utilities, and taxes

Clean up outdated tax and utility account information

Collect outstanding payments from closed accounts

Organize and digitize bylaws and filing systems

Set up cleaning and maintenance routines for the office

Training for emergency management (first aid)

Supports day-to-day coordination of Public Works tasks

Skills and Qualities

Accurate and detail-oriented

Well-organized and able to manage time effectively

Can work independently without close supervision

Strong written and verbal communication skills

Friendly and helpful when working with the public

Able to use financial software

Maintains confidentiality and professionalism

Positive attitude and willingness to learn

How to Apply

Please send your

resume and cover letter

to:
Email: cao@donnelly.ca
In person: PO Box 200, 5003 3rd St. Donnelly AB T0H 1G0

Job Type: Part-time

Expected hours: No less than 21 per week

Work Location: In person