Administrative Assistant

6 months ago

Edmonton, Canada City of Edmonton Full time

**Administrative Assistant - Branch Manager's Office**

**Job Number***:
**47204**

The Employee & Labour Relations Compensation and Employee Service Centre Branch is recruiting an Administrative Assistant to provide confidential direct support to the Branch Manager.
- Manage the Branch Manager’s schedule by effectively and efficiently scheduling meetings; proactively obtaining and/or creating support materials and providing them to the Branch Manager in a timely manner
- Attend meetings chaired by the Branch Manager as required; Proactively prepare agendas, ensure any materials are available to participants, and prepare and distribute meeting minutes
- Act as the Branch liaison to the Deputy City Manager's Office in the processing of reports, correspondence and other formal and informal inquiries
- Track incoming correspondence for continued delegation and ensure timelines are met; review written materials submitted for format, grammar, and content prior to obtaining the Branch Manager’s signature
- Provide the full spectrum of administrative support and coordinate core administrative functions to support the Branch Leadership Team on behalf of the Branch Manager, including technology asset management, records and information management, and supply ordering
- Participate more broadly in the Employee and Legal Services Department Administrative Assistants Team to ensure coordinated, consistent services across the department. Provide back-up to other Branches during absences
- Liaise and exchange information with administrative staff of other senior offices (across the department, Office of the Mayor, Office of the City Clerk, Councillors offices, offices of the Executive Leadership Team, externals etc.)
- Coordinate and monitor FOIP related matters for the Branch Manager’s Office
- Ensure monthly variance budget reports are distributed to Directors and variance explanations are collected, consolidated and reported within timelines
- Coordinate the day-to-day financial processing for the Branch and audit monthly bills to ensure they are charged to correct cost centres
- Maintain the Branch Manager’s confidential files including contracts, HR organizational data and other documents
- Respond to inquiries by dealing with the issue or referring it for action / response as appropriate
- Additional related duties or projects as required, including Branch engagement planning and activities or representing the Branch on department and corporate committees/working groups

**Qualifications**:

- A Minimum of four (4) years of progressively responsible, diversified office and administrative experience including providing support at an executive level within a large public organization
- Considerable knowledge of general office management and City of Edmonton policies and procedures.
- Ability to proactively plan and coordinate the Branch Manager's schedule
- Exceptionally strong decision making skills in accordance with established policies and procedures
- Strong ability to synthesize highly complex, operational, and technical information and translate it into a written form that is clear and easily understood by the general public
- Excellent proofreading skills (grammar, punctuation, spelling) with a high level of accuracy - must ensure documents follow and conform to City of Edmonton formats
- Proven ability to establish and maintain effective working relationships with a focus on balancing competing requirements within the various units and ensuring service is delivered accordingly
- Excellent time management and verbal and written communication skills
- Ability to deal with confidential information on a routine basis with a high degree of judgement and discretion
- Ability to recognize politically sensitive issues and bring matters of priority to the Branch Manager's attention
- Ability to make independent decisions relative to coordinating and assigning complex requests for actions
- Knowledge of Google Applications, Microsoft Office, Tableau, Posse, PeopleSoft, or SuccessFactors is considered an asset.
- Personal leadership in diversity and inclusion by actively demonstrating the values and behaviours supportive of diversity and inclusion in the workplace
- Demonstrate service excellence, embracing diversity and promoting inclusiveness
- Demonstrate alignment with the Cultural Commitments of Safe, Helpful, Accountable, Integrated and Excellent, fostering an environment for others to do the same. For more information on the City’s Cultural Commitments, please visit edmonton.ca/our-culture
- Demonstrate the foundational competencies, key behaviours and attributes of the City’s six leadership competencies: Courage, Inclusivity, Values-Based Influencer, Collaborative Networker, Systems Thinker and Creative Innovator. For more information on the City’s leadership competencies, please visit edmonton.ca/our-culture
- Applicants may be tested

**_ Up to 1 permanent full-time position_**

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