Administrative Support Clerk II, Director Support

Job title: Administrative Support Clerk II, Director Support

Company: City of Edmonton

Job description: Want to make meaningful contributions in your daily work? Do you want to support the City of Edmonton at an executive and branch level? If so, read on! Reporting to the Director, Infrastructure Operations, you will provide a broad range of administrative and general support to help achieve long-term success of the Section.

As an employee in our branch, you will cultivate our vision and cultural commitments while championing continuous improvement. In this role you will:

• Work independently redirecting inquiries, coordinating Senior executives’ calendars, assessing and prioritizing requests
• Set up processes to manage the flow of incoming and outgoing correspondence, ensure that documents are recorded and managed according to policy and procedure, including entering and recording in POSSE, and other document tracking systems/applications
• Coordinate and compile reports and correspondence for the Director and General Supervisors
• Support for committees and meetings including logistics, scheduling, preparing agendas, managing attendance lists, taking minutes and following up on action items
• Provide liaison between the Directors’ offices, to the Branch, and Deputy City Managers’ offices
• Coordinate training requests and travel arrangements for the Director and Supervisors with the Branch Manager’s office
• Create and implement templates related to typical correspondence and requests for information
• Format, draft, create and proofread various documents (memos, presentations, letters, reports, publications, inquiries etc.) ensuring accuracy, quality and consistency with department and city standards
• Create and process purchase requisitions, reconcile and process invoices
• Provide administrative support for recruitment processes, including scheduling interviews, preparing packages and coordinating logistics
• Create and maintain files, scan and file documents in accordance with records management standards
• Ensure document management, retention, disposition and distribution adhere to FOIP requirements
• Work with the department Records Management Coordinator to ensure all records/files are properly recorded and archived
• Research and compile statistical data and prepare and print reports
• Provide reception duties as needed
• Coordinate mail, couriers and faxes
• Coordinate office equipment, including inventory, maintenance, troubleshooting, coordination of repairs, supplies and training as required
• Facilitate the resolution of building issues including repairs, maintenance and items requiring immediate response
• Coordinate and maintain work space requirements, furniture and telephone and cell phone inventory including purchases, phone number assignment and changes for staff
• Provide and coordinate administrative services such as coordination of telecommunications, directory updates, building maintenance requests, stationery orders and corporate procurement card transaction/review/approval and other related tasks
• Support and participate in projects and events as needed
• Perform related duties as required

Qualifications

• Grade 12 including business subjects with an emphasis on general office practices, or completion of an Office Administration Certificate
• 2 years progressively responsible related administrative experience including providing clerical support to a team of professionals, specifically including formatting documents, maintaining records, managing calendars and correspondence
• Customer service focused with the ability to handle various inquiries and maintain effective working relationships within a multidisciplinary team
• Ability to make decisions in accordance with established policies and procedures
• Excellent writing skills (grammar, punctuation, spelling) with a high level of accuracy; ability to ensure documents follow City of Edmonton formats
• Proven ability to effectively handle sensitive information using discretion
• Excellent time management and organizational skills with the ability to manage competing priorities
• Able to manage a large volume of work with conflicting demands and timelines
• Able to establish and maintain effective working relationships while balancing competing requirements within the various units and ensuring service is delivered accordingly
• Strong knowledge and proficiency with Google Suite, SAP, POSSE, Peoplesoft
• Ability to work independently and professionally within a team environment
• Exceptionally strong verbal and written communication skills
• Applicants may be tested
• Hire is dependent upon a Police Information Check satisfactory to the City of Edmonton

We are an equal opportunity employer.
We welcome diversity and encourage applications from all qualified individuals.

1 Permanent Full-time position

Hours of Work: 40 hours per week

Salary: $22.361 – $27.765 (Hourly); $46,689.770 – $57,973.320 (Annually)

Talent Acquisition Consultant: CM/MZ

Expected salary:

Location: Edmonton, AB

Job date: Fri, 05 Mar 2021 23:10:07 GMT