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, People Soft 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/4br Rr Xm)
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 employment@edmonton.ca. 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