Administrative Support Clerk II, Director Support
City of Edmonton
City of Edmonton, Alberta, Canada.
6d ago

Want to make meaningful contributions in your daily work? Are you interested in supporting the team who ensures residents move safely throughout the City?

Do you want to support the City of Edmonton at an executive and branch level? If so, read on! Reporting to the Director, Infrastructure Maintenance, 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. Duties include :

  • Work independently redirecting inquiries, coordinating Senior executive's calendars, assessing and prioritizing requests
  • Setting up processes to manage the flow of incoming and outgoing correspondence, ensuring that documents are recorded and managed according to policy and procedure, including entering and recording in the POSSE, and other document tracking systems / applications
  • Coordinate and compile reports and correspondence for the Director and General Supervisors
  • Support for committees / 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 for the Director and / or Supervisors with the Branch Manager's office and make travel arrangements
  • 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 as required

  • Provide administrative support for recruitment processes, including scheduling interviews, preparing packages and coordinating logistics
  • Create and maintain files and / or scanning and filing documents in accordance with Corporate / Departmental records management procedures / standards
  • Provides administrative support as required to the General Supervisor, including calendaring, scheduling meetings, etc.
  • 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 / or compile Section statistical data and prepare and / or print reports as required
  • Provide reception duties as required
  • Coordinate mail / courier / 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 long service award ordering and issuance
  • Coordinate and maintain work space requirements, furniture and telephone / cellular phone inventory including purchases, phone number assignment and changes for staff
  • Provide and / or coordinate various administrative services including : coordination of telecommunications; directory updates;
  • building maintenance requests, stationery orders; corporate procurement card transaction / review / approval and other related tasks

  • Support and participate in Parks and Roads Services projects and events as required
  • 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 skills with grammar, punctuation, and spelling, with a high level of accuracy, ensuring documents conform to City of Edmonton formats
  • Proven ability to effectively handle sensitive information using discretion
  • Excellent time management and organizational skills, with the ability to efficiently and effectively manage competing priorities
  • Proven ability to manage a large volume of work with conflicting demands and timelines
  • Ability to establish and maintain effective working relationships with a focus on balancing competing requirements within the various units and ensuring service is delivered accordingly
  • Strong knowledge of software and databases including Google Products, SAP, POSSE, Cactis, Peoplesoft
  • Ability to work independently and professionally within a team environment
  • Exceptionally strong verbal and written communication skills
  • Applicants may be tested
  • At the City of Edmonton - Parks & Roads Services, the long-term success of serving our citizens is implemented by the actions of exceptional leaders who exemplify our Cultural Commitments of being Safe, Helpful, Accountable, Integrated and Excellent.

    As a leader in our branch, your role will be to inspire and cultivate our vision and cultural commitments while championing continuous improvement in your area of responsibility.

    We are an equal opportunity employer. We welcome diversity and encourage applications from all qualified individuals. Up to 1 permanent, full-

    time position in accordance with Article 18.02 of the Collective Agreement Hours of Work : 40 hours per week Salary Range : $22.

    361 - $27.765 (Hourly); $46,689.77 - $57,973.32 (Annually) Talent AcquisitionConsultant : AY / MZ

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