Administrative Coordinator, Elections

2 weeks ago

Edmonton, Alberta, Canada City of Edmonton Full time

Job Number:49991**We are seeking an experienced administrative professional to join the Edmonton Elections team Reporting to the Director, the Administrative Coordinator will contribute in a meaningful way to the success of the Edmonton Election Project, which is a large-scale, multi-stakeholder, complex and highly legislated civic project that occurs every four years with very tight and legislated timelines.


We are looking for a highly organized individual who is able to manage and prioritize duties in a complex, demanding and time sensitive environment.


You will:

  • Manage the Director and Substitute Returning Officer's calendar and schedule meetings to support operations
  • Schedule and support meetings chaired by the Director, such as the Steering Committee, the Elections Leadership Team, and School Board meetings. This includes handling meeting logistics, preparing agendas, taking and distributing meeting minutes and tracking action items
  • Compile background materials, information and briefings for the Director in preparation for meetings
  • Draft and edit documents to support day to day operations such as agendas, reports, memos, letters and other correspondence
  • Ensure all correspondence and submissions are in the proper format, proofread and convey the appropriate information prior to the Director's approval
  • Coordinate the workflow and tracking of reports assigned to the Election Team, ensuring the Director and City Clerk's Office is kept informed
  • Recognize sensitive and/or confidential issues and bring matters to the attention of the Director and Substitute Returning Officer
  • Advise the Director of steps taken to resolve issues requiring the Director's approval
  • Oversee the coordination and handling of workflow and activities that come into the Election Team to ensure needs are captured, tracked and processed in a timely manner
  • Provide indirect support to the Election Leadership Team as it relates to assigning routine reports or requests for information from the Director and/or City Clerk's Office, as required
  • Support the Director in managing expense report reviews, monthly cost reporting, etc
  • Act as the administrative liaison between the Election Team and the Branch Manager's Office and other departments

Qualifications:

  • A minimum of two (2) years progressively responsible and diversified office and administrative experience, providing support at the senior leadership level
  • Experience working in a public sector environment would be an asset

Skills Required for Success:

  • Ability to manage duties, take initiative and be responsive to changing priorities and circumstances in a complex, demanding and time sensitive environment
  • Ability to work and make decisions related to coordinating and assigning tasks to be actioned, scheduling, and responding to inquiries with a high degree of independence
  • Ability to handle confidential information on a routine basis with a high degree of judgement and discretion, and recognize politically sensitive issues and bring matters to the Director's attention
  • Must be able to maintain a general level of understanding of the Local Authorities Election Act
  • Ability to oversee and supervise the work of other administrative support staff
  • Excellent organizational, time management and prioritization skills are required
  • Superior written and verbal communication skills are required, along with excellent proofreading skills and a high level of accuracy
  • Ability to establish and maintain effective working relationships
  • Advanced skills are required in Google (mail, calendar, drive, docs, slides, sheets, forms)
  • Knowledge of City of Edmonton processes and procedures is an asset
  • Alignment to our Art of Inclusion: Our Diversity and Inclusion Framework
  • Alignment to our Cultural Commitments
  • Alignment to our Leadership Competencies

Conditions of Employment:

  • Hours of Work: 33.75 hours per week

_ Up to 1 temporary, benefits-eligible position that may continue for up to 18 months_

Salary Range:
$ $ Hourly); $44, $55, Annually)

Talent Acquisition Consultant:
NC/MZ

Classification Title:
Word/Data Processing Clerk II

Posting Date:
Jun 18, 2024

Closing Date:
June 28, :59:00 PM (MDT)

Number of Openings (up to): - Project Term (Up to 36 months) Full-time

Union:
CSU 52

Department:
Office of the City Clerk

Work Location(s): Elections Office, Ave Edmonton T5J 3R8

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