Administrative Assistant

Position Summary

Provides administrative and secretarial support to the members of the Property Tax team by planning and accomplishing the necessary administrative functions. Responsible for administrative support to the different service lines in the Calgary office. Offers the team the support and resources needed to perform their jobs accordingly and gives clients the quality of service expected as per DMA standards.   

Essential Duties and Responsibilities

• Maintain and update the Property Tax Department’s assessment and taxation database
• Ensure Notices of Assessment and Tax bills are promptly received and saved in the system
• Create letters of authorizations, authorization forms and online setup for Municipalities, where required
• Provide support to clients on online authorizations when needed
• Track and record year over year assessment changes on properties in the system
• Submission of authorizations and information to relevant assessment authorities according to their specific requirements
• Track and submit information requests on behalf of our clients as per requirements
• Track all relevant municipal property tax information as required. These include all appeal deadlines (evidence disclosure, city response, rebuttals, hearing dates)
• Coordinate appeal processes (documentation required, payments, etc.…) and tax rates related to Alberta, British Columbia and Saskatchewan
• Filing of all relevant documentation in support of the appeals and file appeals as required
• Continuous communication with assessment authorities and administrative boards with respect to appeals coordination
• Perform timely requests and follow-ups from municipalities on all property tax assessment details for active files
• Maintain appeal deadlines and tax rates in the Tax Resource Database
• Manage input and maintenance of review information for new and existing Clients on an annual basis
• Input Appeals and ensure values are entered for all active reviews
• Record and monitor relevant decisions of the Assessment Review Boards.
• Assist team members with overflow work during periods of heavy demand.
• Follow-up with refunds on successful appeals and ensure correctness in system for client reporting.
• Prepare and manage documents, including formatting and editing letters, reports, spreadsheets, and all necessary documents from information provided
• Oversee general office responsibilities including answering any incoming calls, transferring calls, receive and distribute all incoming deliveries, and greeting visitors
• Provide administrative support to the Calgary office including but not limited to coordinate and maintain meeting rooms, maintain postage machine, receive deliveries, and distribute mail, and stock supply rooms
•  Updating and processing timesheets
• Work on projects and perform on different duties as assigned

Non-Essential Duties and Responsibilities

• Provide support for processing billings as needed
• Perform other duties as assigned

Education and Qualifications

• 2-5 years’ administrative experience in a professional business environment required
• Assessment or industry related experience is preferred
• Ability to work independently to complete work assignments with minimal direct supervision
• Requires a high level of interpersonal skills to handle sensitive and confidential information
• Strong verbal and written communication skills
• Intermediate to advanced level knowledge of Microsoft Office (Word, Excel, Outlook, and PowerPoint)
• Proficiency in Microsoft Outlook
• Familiarity with Adobe Acrobat reader and writer
• Strong Organization, time management skills and ability to multi-task
• Detail oriented
• Team player

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