Administrative Assistant
City of Edmonton
Edmonton, AB
Description
Administrative Assistant 
Job Number : 37737
The vision for Citizen Services is an Edmonton for All; together we serve citizens, create inclusive and vibrant experiences and enhance safe and healthy communities.

The Branch Manager’s office is a fast paced environment this Branch is the hub for a wide variety of social services and works with dozens of non-profit and community organizations. The office needs a senior level Administrative Assistant who can problem solve and is comfortable with rapid change. Reporting to the Branch Manager, this person manages complex office administrative support to ensure that the Branch Manager and the Branch Leadership team can serve citizens. Due to the workload of the Branch Manager, this person will also have to have the responsibility to keep the Branch Manager on time and on task.

This person will need the ability and tact to confidently handle conversations with the public, the Leadership team, and Councillor’s offices. They are expected to exercise judgement as they juggle and prioritize the demands on the Branch Manager’s time and calendar.

On a typical day, you will be responsible to:
Manage the Branch Manager’s emails and determine which ones need immediate attention and file the others in such a way that none of the key items are lost in the sheer volume of information
Promptly handle inquiries from Councillor’s Offices with tact and with a keen awareness of political concerns and sensitivities
Review a high-priority memo to Mayor and Council for tone and completeness using your superior editing skills and communication acumen
Coordinate a joint meeting between leadership teams, including working across departments and with external guests to schedule, booking a venue, building an agenda, and ensuring that all meeting materials are of a high quality and are distributed ahead of time
Write the first draft of a letter to be sent from the Branch Manager to an important partner organization - meeting with the Branch Manager to determine priorities for the day and upcoming week and approaches for each
Obtain Branch Manager approvals on various legal and contract documents
Ensure the Branch Manager has all the relevant documentation to prepare for meetings
Manage the information flow into the office and triage and escalate issues as required
Make decisions about the overall management of the office including workflow and communications
Relay information to and from the leadership team to the Branch Manager’s Office
In this professional role, you will steward the application of consistent administrative processes and procedures while always looking for innovation

Expectations:
Manage a large volume of changing, varied, confidential, sensitive and complex priorities; ability to recognize politically sensitive issues and escalate matters of priority appropriately
Ability to anticipate and pre-emptively address the administrative needs of the Branch Manager’s office
Work effectively with minimal supervision; demonstrate a high degree of discretion and initiative
Work closely with the Branch Manager to schedule daily priorities and commitments and anticipate needs by coordinating support materials and briefings as required
Make independent decisions relative to coordinating and assigning requests for action
Provide direct support to the Branch Manager and Strategic Coordinator with day-to-day tasks Ensure consistency, accuracy and timeliness of responses to Council/Committee reports, inquiries, information reports and correspondence by working with the Branch Manager and other staff
Manage all administrative tasks associated with the Council/Committee reports process including initiation, tracking, filing, monitoring, and responding to inquiries from branch staff
Provide general advice and assistance with composing, proofreading, and reviewing documents; work as a team with other administrative professionals to develop, standardize and enhance administrative processes and procedures
Coordinate online document workflow and management, records management processes, and filing electronic and hardcopy files Initiate best practices and process improvements focused on the organization of the office and administrative tasks that support the Office’s desired outcomes
Provide administrative support to senior leadership meetings and other committees as required, including booking rooms, developing agendas, taking and distributing meeting minutes, and tracking and following up on action items
Order stationery items, office supplies and catering as required, and reconcile monthly corporate procurement card charges
Provide event planning support to small and large size functions
Coordinate travel/training approvals for the office; maintain vacation schedules
Other duties as required

Qualifications :
Completion of Grade 12 (minimum) including business subjects related to word and information processing, or completion of an appropriate administrative professional certificate program from an approved business school
A minimum of 4 years progressively responsible and diversified office and administrative experience, including experience providing administrative support to senior leadership positions
Exceptional writing, proofreading, and editing skills are required
Excellent time management, organizational, decision-making and interpersonal and customer service skills
Proven skills in workflow management, document management tracking, and digital record keeping and office organization
Ability to take initiative to manage workflow and priorities within a senior leadership office environment
A future focused and proactive approach is required
Sound judgement and ability to maintain confidentiality
Advanced skills in the Google platform (including Drive, Docs, Sheets, Keep, and Gmail) is required; ability to quickly learn new software and technology
Knowledge of the City organizational structure and department services and broad knowledge of civic issues is an asset
Experience with council reports, the report process and necessary steps is considered an asset
Experience with POSSE, PeopleSoft, and Centre Suite is an asset
Knowledge of FOIP is an asset
Applicants may be tested
We are an equal opportunity employer.
We welcome diversity and encourage applications from all qualified individuals.

1 permanent full-time position

Hours of Work: 33.75 hours per week, Monday - Friday

Salary: $29.385 - $36.808 (Hourly); $51,769.020 - $64,846.490 (Annually)

Talent Acquisition Consultant: NB/JB

Classification Title : Administrative Assistant I
Posting Date : Nov 6, 2019
Closing Date : Nov 20, 2019 11:59:00 PM (MST)
Number of Openings (up to) : 1 - Permanent Full-time
Union : CSU 52
Department : Social Development

Work Location(s) :
17th Floor Edmonton Tower, 10111 104 Avenue

Edmonton T5J 0J4
Position Administrative Assistant
TEAM Administrative Professionals
Job Type External
Job Location 17th Floor Edmonton Tower, 10111 104 Avenue Edmonton T5J 0J4