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Administrative Assistant

1 month ago

Edmonton, Canada City of Edmonton Full time

**Job Number**:50671**

Reporting to the Branch Manager, Corporate Procurement and Supply Services, and in support of the Branch Manager and CPSS Leadership team, this position will be responsible for ensuring the effective and efficient delivery of branch administration services.

This position will also act as the central coordination for various branch functions including requirements of the leadership team, event planning, documentation and establishing processes and procedures, payments, training administration, and travel expense claims management.

Your success will be measured by your ability to achieve timely results in the context of a respectful, inclusive and service-minded style. With a focus on the City of Edmonton’s Cultural Commitments to Safe, Helpful, Accountable, Integrated, and Excellent, you will:

- Prepare all types of documentation and correspondence on behalf of the Branch Manager and CPSS Leadership team
- Take and transcribe meeting minutes for all meetings required by the CPSS Leadership team
- Event planning and management of logistics for Branch events including facility bookings and catering requests
- Review incoming invoices to ensure that charges incurred by the Branch are correct and valid
- Develop and maintain branch distribution lists
- Purchase materials required for the branch through the Corporate Credit Card (CCC)
- Manage office supply stock for Century Place staff and ensuring the Branch is aware of processes required to order materials
- Track industry and corporate memberships for the Branch and staff to ensure that renewals are completed in a timely manner
- Track and manage IT related equipment managed by the branch and coordinate for refreshes and ensure appropriate equipment is available to CPSS staff
- Manage shared drives managed by sections of the branch working in Century Place
- Manage incoming letter mail, packages, and ordered deliveries and ensure they reach the right recipients
- Prepare sign in sheets and print assessments for training courses delivered by CPSS to the Corporation
- Send out notifications and reminders to City staff included in upcoming training sessions
- Book flights and hotel accommodations for management travel
- Support the relief of administrative duties for other administrative staff when required

**Qualifications**:

- Completion of Grade 12 with a minimum 4 years of administrative/office experience
- A certificate in Business Administration or equivalent would be considered an asset
- Intermediate to advanced knowledge in Google Suite
- Able to effectively communicate both verbally and in written form in English
- Able to effectively work in a team environment
- Applicants may be tested

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

**Hours of Work**: 33.75 hours per week, Monday - Friday

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.

**Salary**: $31.257 - $39.153 (Hourly) ; $55,067.020 - $68,977.800 (Annually)

**Talent Acquisition Consultant**: RM/MZ

**Classification Title**: Administrative Assistant I

**Posting Date**: Sep 16, 2024

**Closing Date**: Oct 7, 2024 11:59:00 PM (MDT)

**Number of Openings (up to)**: 1 - Permanent Full-time

**Union**: CSU 52

**Department**: Corporate Procurement and Supply Services

**Work Location(s)**: Century Place, 8th Floor, 9803 - 102A Avenue Edmonton T5J 3A3