Office Administrator

2 months ago

Edmonton, Canada City of Edmonton Full time

**Job Number**:50901**

Are you an organized, proactive individual with a knack for multitasking? Join us as an Office Administrator and play a pivotal role within Council Protocol and External Relations. Council Protocol and External Relations provides leadership and direction in all aspects of protocol within the City. The section:

- Advances the policy goals of Council by creating an environment for successful diplomacy and engagement with local, provincial, national and international dignitaries and partners, while positioning Edmonton as a prosperous and growing region
- Upholds and strengthens the reputation of the City, Mayor, and Council in official functions, meetings, celebrations and commemorations
- Supports the Mayor’s role as Chief Elected Official
- Provides strategic support and guidance on impactful relationships needed to achieve City Priorities

You’ll provide essential administrative support, from managing general administrative functions and assisting with a Committee of Council, Edmonton Salutes and supporting our Director. If you thrive in a dynamic environment and are ready to make a tangible impact, this is your chance to be at the heart of our operations. Embrace this opportunity to showcase your skills and contribute to our success.

**What will you do?**
- **Administrative and Facility Management**: Oversee team calendars, create and manage meeting documentation, prepare various professional documents, handle building and equipment issues, track and order office supplies, provide administrative support for special projects or events, identify and implement process improvements to enhance the efficiency and effectiveness of administrative and office tasks, and manage co-shared spaces
- **Records, Communication, and Financial Duties**: Maintain and organize digital and hard copy records, manage incoming and outgoing correspondence, update web pages, handle finance tasks such as contract processing and expense management, and support event and HR activities including onboarding and offboarding
- **Committee Administration and Operations**: Develop expertise in Edmonton Salutes Committee bylaws and policies, manage committee correspondence, update and maintain documents, track attendance, schedule meetings, and prepare minutes and monthly remuneration
- **Document Preparation and Support**: Assist in creating reports, policies, and other documents, conduct research and analysis, support website updates, handle budget tracking, manage contracts, and oversee event coordination and correspondence
- **Director Support**:Calendar management, create and distribute meeting agendas, take meeting minutes, book meetings and book rooms. Prepare briefing notes, backgrounders, memos, formal reports and professional presentations

**Qualifications**:

- A minimum of two (2) year's diversified experience in general office practices and procedures including assisting in the instruction of less experienced staff

**Assets**:

- Knowledge of office practices, record keeping, and customer service skills
- An understanding and experience working in government and with Committees
- General knowledge of Protocol and basic understanding of committee governance
- General understanding or knowledge of Military service and culture

**Skills required for success**:

- Considerable knowledge of general office management, business management, events
- Knowledge of City of Edmonton policies and procedures, including corporate credit card reconciliation, expense claims, and timesheets and POSSE
- Superior customer service and interpersonal skills including interpreting, researching, and communicating various policies and processes, and the ability to maintain effective working relationships
- Superb organizational, time management skills, and strong problem-solving abilities with the ability to use appropriate judgment and make independent decisions in a self directed manner, and balancing competing requirements within the various section priority areas and ensuring service is delivered accordingly
- Excellent verbal and written communication skills including proofreading skills (grammar, punctuation, spelling) with a high level of accuracy and ability to adhere to corporate standards
- Embracing a culture of equity, diversity, reconciliation and inclusion
- Applicants may be tested

**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.
- Some evenings and weekends may be required to attend events.

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

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