Administrative Assistant

Job details
Job type
Full-time
 
Location
Calgary, AB
 
Benefits
Pulled from the full job description
Paid time off
 
Full job description
As an employee-owned company, DMA prioritizes employees. Low turnover rates and tenured teams are living proof:

2025 Great Places to Work Certified

Employee stock ownership program eligibility begins day one of employment. ESOP contribution is targeted at 6% of your annual compensation.

Generous time off plans.

Leadership team invested in the development, success, and happiness of our employees.

"Live and work like a DMA Employee-Owner”: We focus on work/life balance, mental health, and the overall wellness of our employees.

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

#LI-JS1

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The Company is an equal employment opportunity employer and is committed to providing equal employment opportunities to its applicants and employees. The Company does not discriminate in employment opportunities or practices on the basis of race, color, religion, gender, national origin, citizenship, age, disability, veteran status, genetic information, or any other category covered by federal, provincial, or local law. This equal employment opportunity policy applies to all employment policies, procedures, and practices, including but not limited to hiring, promotion, compensation, training, benefits, work assignments, discipline, termination, and all other terms and conditions of employment.

In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and other applicable provisional regulations, DMA will provide accommodation, accessible formats, and communication support for the interview upon request. If you have a disability and either need assistance applying online or need to request an accommodation during any part of the application process, please contact our Human Resources team at HRDepartment@dmainc.com or 800-30+-2110 and choosing selection 6.

 
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