Administrative Clerk

3 weeks ago

Edmonton, Canada City of Edmonton Full time

**Administrative Clerk** Up to 18 Months

**Job Number***:
**46815**

As the Administrative Clerk, you will provide administrative support to the Director and Section more broadly. You will be responsible for providing a broad range of clerical and administrative services in support of the day-to-day needs of the Director and the smooth operation of the section. This position requires a high degree of collaboration, working as part of a greater administrative team supporting the Quality Assurance and Technical Services section. The work requires a high degree of independent decision making regarding the diverse and varied duties and assignments, and you will also work collectively with the mindset of contributing to and meeting the overall needs of all the areas within the Section.

With a focus on the City of Edmonton’s Cultural Commitments to Safe, Helpful, Accountable, Integrated and Excellent, you will:

- Provide and coordinate various administrative services including: coordination of telecommunications; directory updates; stationery orders and reception duties
- Provide administrative support in the set up of new staff hires, workstation set-up and coordinate building maintenance requests as per corporate procedures
- Perform IT Asset Management duties including: tracking of assets (computer hardware/software, cell phones, etc.) and coordinating replacement of assets for staff
- Manage the flow of incoming and outgoing correspondence, ensuring that documents are recorded and managed according to policy and procedures
- Provide assistance in the administration and records management of staff vacation schedules, EDO's and other HR related administrative duties
- Create and maintain files and file documents in accordance with Corporate and Departmental records management procedures and standards
- Ensure document management, retention, disposition and distribution adhere to FOIP requirements
- Manage the distribution of materials quality assurance reports for the Construction Materials Engineering & Testing area including: scanning paper reports, filing digital copies and sending the reports to the appropriate parties
- Proofread reports and publications for accuracy, quality and consistency with department and city standards
- Prepare and assist in the development of presentations; organize meetings and workshops including book meeting locations, prepare and mail meeting notifications and agendas, record and distribute minutes, follow-up to ensure work and action items assigned at meetings are completed
- Perform other related duties as required

**Qualifications**:

- Grade 12 or equivalent or higher, such as completion of an office administration certificate
- Minimum 2 years of diverse and varied office experience including supporting a team of professionals, meeting minute taking and records management
- Experience in preparing various documents and correspondence and maintaining filing systems is required
- Experience working with SAP and Peoplesoft in completing time entries and running reports
- Ability to establish and maintain effective working relationships with a focus on balancing competing requirements within the various personnel and units and ensuring service is delivered accordingly
- Service oriented and continuous improvement mindset
- Ability to work well in an integrated team environment
- Excellent time management, including the ability to plan, coordinate work assignments and provide support on managing calendars
- Ability to complete work in a timely and accurate manner
- Ability to make decisions in accordance with established policies and procedures
- Ability to independently solve problems and escalate when necessary
- Excellent verbal and written communication skills, including the ability to summarize and prepare various materials (such as meeting minutes)
- Proven ability to effectively handle sensitive information using discretion
- Excellent proofreading skills (grammar, punctuation, spelling) with a high level of accuracy
- Strong organizational skills with the ability to establish priorities and effectively handle multiple tasks in a high stress environment
- Must be able to work independently with mínimal supervision and must be able to receive instruction from multiple individuals
- Hire is dependent on Police Information Check satisfactory to the City of Edmonton, and there may be a cost associated with this requirement
- 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, p

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