Intermediate Administrative Assistant

3 weeks ago

Calgary, Canada City of Calgary Full time

If you are committed to public service, enjoy collaborating with others, share our values and have a desire to learn and grow, join The City of Calgary. City employees deliver the services, run the programs and operate the facilities which make a difference in our community. We support work-life balance, promote physical and psychological safety, and offer competitive wages, pensions, and benefits. Together we make Calgary a great place to make a living, a great place to make a life.
- The City is committed to fostering a respectful, inclusive and equitable workplace which is representative of the community we serve. We welcome those who have demonstrated a commitment to upholding the values of equity, diversity, inclusion, anti-racism and reconciliation. Applications are encouraged from members of groups that are historically disadvantaged and underrepresented. Accommodations are available during the hiring process, upon request.
- The City is making a transformational cultural shift in how we approach Occupational Health and Safety (OHS). As an Intermediate Administrative Assistant, you will provide administrative support to managers, leaders and teams within the business unit. You will also collaborate with the Director’s office Administrative Assistant and serve as a crucial part of the business unit’s administrative team. Primary duties include:

- Provide calendar management, prioritize requests and resolve scheduling conflicts.
Organize meetings, prepare agendas and documents, take and distribute meeting minutes, identify and create follow ups on action items.
Provide organizational support for coordinating divisional meetings, business unit events/gatherings and other event support as required.
Maintain team training matrix, memberships and conference tracking.

- Provide office support including ordering stationary, supplies and forms, maintain office equipment and assist with space management including moves, computers, and assets.
Track technology supplies within the area and oversee the updates to relevant floor plan updates or employee contact lists.
Assist with recruitment and coordinate onboarding and departure of new and existing staff.
Handle FOIP requests and prepare general correspondence.
Create and maintain files in accordance with corporate and business unit records management policies.
Assist with accounts payable workflow support including tracking requisitions, invoices, purchase orders, non-PO payments, receipts and reconcile corporate credit card statements.
- **Qualifications**
***
- A High School diploma and at least 4 years of related experience; OR
- A completed 1 year certificate in Business Administration and at least 2 years of related experience.
- An intermediate level of proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint and Teams) is required.
- Experience in Occupational Health and Safety or a working familiarity with safety programs and systems will be considered an asset.
- Success in this position requires good customer service and team work skills, excellent communication skills, strong planning and organizational skills and the ability to multi task while maintaining accuracy and efficiency.
- Well-developed interpersonal skills are essential to liaise with the entire current and future team.

**Pre-employment Requirements**Applicants will be tested for appropriate skills.
Successful applicants must provide proof of qualifications.
- Union: CUPE Local 38
- Business Unit: Occupational Health & Safety
- Position Type: 2 Permanent
- Location: 205 8 Avenue SE
- Compensation: Pay Grade 6 $31.30 - 41.86 per hour
- Days of Work: This position works a 5 day
- work week with one day off in a 3 week cycle.
- Hours of work: Standard 35 hour work week
- Audience: Internal/External

- Job ID #: 307084

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