Administrative Support

6 months ago

Edmonton, Canada City of Edmonton Full time

**Job Number**:49446**

The Civic Events & Festivals section has an opportunity for a highly organised and competent individual to provide administrative assistance with the Civic Events and Festivals and the Partnership and Event Attraction sections. This position requires an individual with excellent interpersonal, organizational, time-management and multi-tasking skills. The incumbent is responsible for providing a broad range of clerical and administrative services in support of the day-to-day needs of the Directors and the smooth operation of the sections.

**Responsibilities of this position will include**:

- Create and maintain calendar management, prepare meeting agenda(s), take meeting minutes, prepare reports and presentations and provide research and history on past meetings
- Provide and/or coordinate various administrative services including: coordination and ordering of electronic devices and telecommunications; directory updates; stationery and supply ordering; corporate procurement card transaction/review/approval
- Manage the flow of incoming and outgoing correspondence, ensuring that documents are recorded and managed according to policy and procedures
- Provide administrative support in the set up of new staff hires ("log on" ID, system access, directory updates), workstation set-up etc.; submit or coordinate building maintenance requests as per corporate procedures
- Process section payments and billings complying with the City’s money-handling and credit card policies.
- Support section financial management tasks by creating purchase orders in SAP Ariba and managing payment requisition and deposits; and check payment status in SAP as well as support to vendors in the creation and maintenance of vendor accounts, electronic fund transfers (EFT) registration, issues with purchase orders and/or invoice uploads, etc.
- Provide coverage for other clerical staff within the section
- Provide clerical support for event site commands as required, including catering coordination and event command logging
- Support records management ensuring that document management, retention, disposition and distribution adhere to requirements. Working with the department Records Management Coordinator, ensure all records/files are properly recorded and archived
- Research and/or compile section statistical data and prepare and/or print reports as required; provide liaison between the Directors' offices, to the Branch and Deputy City Manager’s offices as required
- Prepare and/or assist in the development of presentations; organise meetings and workshops including book meeting locations, prepare and mail meeting notifications and agendas, record and distribute minutes, follow-up to ensure work/action items assigned at meetings is completed

**Qualifications**:

- Completion of Grade 12 or higher, or equivalent or completion of an appropriate certificate program from an approved business school/college
- Minimum of two (2) years of progressively responsible and diversified work/information processing experience or data entry experience, including general office procedures
- Ability to solve problems and make independent decisions
- Ability to adapt quickly to change (ex. taleo to enterprise commons; Microsoft Office to Google)
- Considerable knowledge of modern office practices, procedures and equipment
- Ability to make decisions, format documents, take minutes and maintain records in accordance with established policies, procedures and formats including excellent grammar, punctuation and spelling
- Ability to work independently and professionally within a team environment
- Ability to perform assigned tasks with a high level of accuracy
- Excellent time management and organizational skills, with the ability to efficiently and effectively manage competing priorities, manage a large volume of work, and work under tight timelines
- Strong communication, customer service, and decision making skills with the ability to establish and maintain effective working relationships within a multidisciplinary team environment with the ability to handle various inquiries, and effectively manage conflict
- Strong interpersonal skills and the ability to establish and maintain effective working relationships with a focus on collaboration and integration
- Proven ability to effectively handle sensitive information using discretion
- Hire is dependent upon a Police Information Check satisfactory to the City of Edmonton
- 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, Collabora

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