Job Number: 50480
Reporting to the Administrative Assistant in the Planning and Environment Services Branch Manager's Office, this role is to perform varied clerical functions according to established policies and procedures. Within these guidelines the incumbent functions primarily independently, using sound decision making while only referring the very difficult and involved problems to a superior. The position supports physical and electronic document management, branch wide telecommunication and functional support (office equipment, buildings services, OH&S, etc) and a variety of ad-hoc functions. This position requires both team work and independent decision making regarding the diverse and varied duties and assignments.
What will you do?
- Provide administrative support to the Planning and Environment Services Branch: organize information, book meetings, prepare document templates, draft correspondence
- Coordinate branch onboarding and offboarding processes and procedures
- Coordinate desk allocation, telephony and technical assets for the Branch
- Independently prioritize multiple tasks with competing deadlines
- Maintain and monitor an accurate and timely list of action items to alert the Branch Manager/Supervisor of deadlines on action items
- Track documents, tasks and procedures with exceptional accuracy and attention to detail
- Undertake special projects as assigned from either the Administrative Assistant or Branch Manager in collaboration with the Strategic Coordinator
- Assign document templates to business areas and compose correspondence as delegated, ensuring format is in compliance to the City's standard
- Ensure City Policy and Branch procedures are adhered to and identify opportunities for improvement
- Process information on various sensitive issues and maintain confidentiality
- Liaise and exchange information with other administrative staff across the corporation
- Process Branch expenses with discretion and reconcile expense reports with detail and accuracy
- Provide excellent customer service to all branch employees
- Other related duties as assigned
Qualifications:
- Completion of the 12 school grade including business subjects with emphasis on general office practices or completion of an appropriate administrative professional certificate program from an accredited business school/college. Additional related education and training is preferred.
- Minimum of two (2) years progressively responsible, diversified administrative experience in a fast-paced, highly political office setting dealing with senior leadership, and demonstrated high computer competency.
Skills required for success:
- Advanced skills and experience in Google applications, including Docs, Sheets, Sites, Drive, Calendar, Gmail
- Exceptional prioritization skills, including the ability to make independent decisions regarding task management, adapt to changing timelines and priorities
- Demonstrated ability to meet timelines with a high degree of accuracy and efficiency while multitasking effectively
- Knowledge and proficient experience using Posse, ARIBA, SAP, PeopleSoft and Adobe Acrobat considered an asset
- A focus on excellent customer service and the ability to maintain professional communication in a fast paced, challenging environment
- Excellent written and oral communication skills
- Independent and strong decision-making skills; including the ability to research processes to complete tasks
- Familiarity with the City's policies, procedures, and formats considered an asset
- Experience working with senior leadership
- Ability to deal with confidential or politically sensitive information with a high degree of judgment and discretion
- Demonstrates a high degree of initiative, utilize judgment and discretion when making decisions
- Must be highly self motivated and produce quality, error-free work in a fast-paced environment
- Strong interpersonal skills and the ability to work effectively within a team
- Alignment to our Cultural Commitments and Leadership Competencies (https://bit.ly/4brRrXm)
- Embracing a culture of equity, diversity, reconciliation and inclusion (https://bit.ly/3hd2d95)
Work Environment:
- Note: This position may be eligible for a hybrid work arrangement with the flexibility to work from both home and the worksite as per the Letter of Understanding between the City of Edmonton and Civic Service Union 52.
- The weekly hours of work for this position are currently under review and may change at a future time. Any changes will be made in accordance with the City of Edmonton/Civic Service Union 52 collective agreement and the incumbent will be notified in advance.
- Alignment to our Art of Inclusion: Our Diversity and Inclusion Framework
- Alignment to our Cultural Commitments
- Alignment to our Leadership Competencies
- Applicants may be tested
The City of Edmonton values applicants with a diverse range of skills, experiences and competencies, and encourages you to apply. We strive to provide reasonable access and accommodations throughout the recruitment process. To request an accommodation, please contact [email protected]. Learn more about our benefits https://bit.ly/COEbenefits
Up to 1 permanent full-time position
Hours of Work: 33.75
Salary Range: $25.172 - $31.257 Hourly $44,346.77 - $55,067.02 Annually
Talent Acquisition Consultant: RD/MM
Classification Title: Word/Data Processing Clerk II
Posting Date: Sep 3, 2024
Closing Date: Sept 17, 2024 11:59:00 PM (MDT)
Number of Openings (up to): 1 - Permanent Full-time
Union : CSU 52
Department: Planning and Environment Services
Work Location(s): 7th Floor Edmonton Tower, 10111 104 Avenue Edmonton T5J 0J4
