Administrative Assistant

1 week ago


Edmonton, Alberta, Canada City of Edmonton Full time

Job Number:49957****_

Join Our Team as an Administrative Assistant_**
_ Are you ready to be the heartbeat of our Branch Manager's office? We're seeking a dynamic individual to fill the crucial role of Administrative Assistant, where you'll serve as the central point of contact and information hub.

_

What will you do?

  • Provide support to the

Branch Manager:
manage calendar, prepare agendas, draft correspondence, book meetings (including facility arrangements, catering etc.)

  • Attend meetings chaired by the Branch Manager as required; prepare meeting materials/background information and agendas; and take, prepare and distribute minutes
  • Prepare and share working documents such as branch/department/Council memos, council reports,and background material for meetings
  • Advise the Branch Manager of the status of initiatives taken in resolving issues requiring Deputy City Manager involvement and monitor the progress of directives issued until required action is complete
  • Maintain and monitor an accurate and timely list of action items to alert the Directors/Supervisors of deadlines on action items
  • Liaise and exchange information with administrative staff of other senior offices
  • Oversee and coordinate FOIP requests, responses to councillor and 311 inquiries
  • Assign routine requests for information to the appropriate Branch staff
  • Lead the development of office principles of procedures, systems and procedures in compliance with Corporate policies, procedures, and guidelines
  • Assist Strategic Coordinator in monitoring performance reporting such as HR, budget, travel and training costs, projects
  • Coordinate administrative functions for the Branch Manager's office and the Branch leadership team
  • Maintain branch staff contact information in conjunction with the other administrative staff within the branch
  • Supervise 14 clerical staff responsible for the overall administrative functions for all branch staff; including performance coaching, checkins and reviews, and full cycle human resources
  • Undertake special projects as assigned from either the Branch Manager, Directors, or Strategic Coordinator
  • Assist all Branch Directors as necessary
  • Perform other related duties as required

Qualifications:

  • Minimum of 4 years progressively responsible, diversified administrative experience in a fastpaced, highly political office setting dealing with upper management

Assets:

  • Previous supervisory experience, including staff performance management and delegation of duties
  • Experience working with management positions, with the ability to maintain and influence relationships without having a formal level of authority over others

Skills required for success:

  • Ability to gain proficient experience using city systems such as Posse, ARIBA, SAP, PeopleSoft, etc
  • Knowledge of FOIP legislation and ability to process FOIP requests in conjunction with the FOIP office
  • Familiarity with the City's policies, procedures, and formats
  • Demonstrated ability to deal with politically sensitive issues and confidential information with a high degree of judgement and discretion
  • Exceptional prioritization skills, including the ability to exercise sound judgement and make independent decisions
  • Must be highly self motivated and produce quality, errorfree work in a fastpaced environment
  • Excellent organization skills with exceptional customer service, interpersonal and teamwork abilities
  • Demonstrated ability to identify enhancements and recommend modifications to systems, policies and procedures
  • Excellent written and verbal communication skills
  • Possess a clear understanding of the Department and Branch's position on various sensitive issues and maintain confidentiality
  • Embracing a culture of equity, diversity, reconciliation and inclusion
  • Applicants may be tested

Work Environment:

  • 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.

_ Up to 1 temporary full-time position for up 11 months_

Hours of Work: 40 per week, Monday to Friday

Salary Range:
$ $ Hourly); $61, $77, Annually)

Talent Acquisition Consultant:
RD/JF

Classification Title:
Administrative Assistant I-8hr

Posting Date:
Jun 11, 2024

Closing Date:
June 25, :59:00 PM (MDT)

Number of Openings (up to): - Temporary Full-time

Union:
CSU 52

Department:
Planning and Environment Services

Work Location(s): 7th Floor Edmonton Tower, Avenue Edmonton T5J 0J4

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