Administrative Associate

Job ID: 3404 

Openings: 1 

Jurisdiction: CUPE Local 7 

Division: City Planning & Community Services 

Department: Recreation & Cultural Services 

Location Name: Regina, Saskatchewan, CA 

Type of Posting: Internal & External

 Employment Type: Term up to 6 months

Hourly Salary: $31.47 - $40.67 

Annual Salary: $60,001.00 - $77,542.00 

Date Posted: March 31, 2026

Closing Date: April 7, 2026

Land Acknowledgement

We are proud to reside on Treaty 4 Territory and the traditional lands of the Cree, Saulteaux, Dakota, Nakota, Lakota, and Métis Nation, honoring and respecting these Nations and ancestors of this territory and grateful to be here. Regina is committed to building trust and creating true partnerships with Indigenous peoples. 

Equity, Diversity & Inclusion

The City of Regina is an equal opportunities employer dedicated to fostering a respectful, collaborative, inclusive, and barrier-free workplace, allowing everyone to achieve their full potential. We value diversity as a key to our success and encourage all qualified candidates, including Indigenous peoples, people of colour, 2SLGBTQIAP+ individuals of all genders, people of disabilities, and members of equity-deserving communities, to apply.

The City of Regina is committed to ensure accessible and accommodating processes during the application and selection phases. If you need accommodation at any point during the recruitment process, please inform our Talent team and we'll collaborate with you to address your requirements.

POSITION SUMMARY:

This position is responsible for providing administrative, coordination, and logistical support to the Director. Using strong organizational, communication, and technical skills, the role supports documentation, reporting, office administration, and operational workflows. The position ensures the timely and accurate completion of administrative functions, facilitates coordination across the management team, and contributes to efficient service delivery and departmental operations.

DUTIES AND RESPONSIBILITIES:

• Maintains and manages tracking systems for work unit service levels, deliverables, and activities.
• Composes, drafts, edits, proofreads, and formats correspondence, memos, reports, and responses to service and media requests.
• Updates manuals, standards, and circulates revised documents.
• Collects, assembles, and prepares information packages, including files, reports, correspondence, and background materials.
• Attends meetings, records minutes, prepares follow-up correspondence, and tracks progress on action items.
• Responds to requests for information or materials from internal and external stakeholders.
• Completes data entry, validation, manipulation, and generates reports and lists from systems and applications.
• Liaises with management to coordinate information flow, delegation, and deliverables on behalf of the Director.
• Coordinates calendars, appointments, meetings, and events.
• Triages incoming communications (in-person, phone, and email) and ensures timely responses and follow-up.
• Develops, reviews, and implements administrative policies, procedures, and systems.
• Arranges logistics for meetings, travel, accommodations, training, and development activities.
• Processes, verifies, reconciles, and completes payment of invoices.
• Maintains filing systems in accordance with corporate records management policies and procedures.
• Provides onboarding support and guidance to new employees in related roles.
• Supports grievance processes, interview panels, and committee participation as required.
• Provides ad hoc coverage of central irrigation systems, including remote operation, troubleshooting, and documentation of work orders.

QUALIFICATIONS:

Knowledge, Abilities, and Skills

• Knowledge of office administration processes and customer/client service practices.
• Knowledge of municipal government protocols, policies, procedures, and relevant legislation.
• Knowledge of collective agreements, bylaws, and health and safety standards.
• Proficiency in office productivity software, enterprise systems, and related technology tools.
• Knowledge of supervisory practices and ability to support team development.
• Strong communication and interpersonal skills to interact with diverse stakeholders.
• Ability to manage challenging interactions with employees, residents, and partners.
• Ability to prioritize tasks, adapt to changing demands, and meet deadlines.
• Ability to identify issues, follow policies and procedures, and proactively follow up on deliverables.
• Ability to contribute ideas and suggestions to improve administrative processes and workflows.

Education, Certification, and Experience

• Completion of secondary school or equivalent, supplemented by recognized certification in office or business administration.
• Minimum of five (5) years of progressive administrative and/or clerical experience.

WORKING / OTHER CONDITIONS:

• Uses computers, tablets, and other technology devices for extended periods.
• Sits and stands with the ability to change positions; may move and carry supplies or materials.
• Requires sustained concentration and visual effort for drafting, editing, proofreading, and data validation.
• Auditory effort required during meetings and stakeholder interactions; frequent interruptions may impact workflow.
• Works primarily in an indoor office environment.
• Exposure to stressful or emotionally charged interactions with stakeholders.

ADDITIONAL REQUIREMENTS:

• Successful candidates may be required to provide a satisfactory criminal record check per the City of Regina's Criminal Record Check Policy.
• Proof of education is required.
• Additional assessments may be conducted to evaluate competencies, skills, and knowledge.

At City of Regina, we offer competitive compensation, health and wellness benefits, and growth through educational support and in-house courses. If you’re passionate about public service and making a difference, apply now!

For detailed job descriptions, CBAs, and application tips, visit our Applicant & Job Resources page.

Note: Only applications submitted via our online application system are accepted