Divisional Administrator

4 months 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.
- Oversee calendar management to organize and optimize leadership time commitments, including setting up reminders/desk time in the manager's calendar for the review of major deliverables.
- Manage meetings, including agenda setting, minutes and action items. Follow up on actions items, capture updates and help prepare for future agendas. Distribute the meeting minutes accordingly, and file appropriately.
- Coordinate office moves, technology needs, corporate credit cards and Accounts Payable Workflow by creating and tracking requisitions, invoices, purchase orders, non-purchase orders and receipts.
- Arrange travel, venue bookings and catering as required, and quarterly safety inspections and support the division with safety-related items.
- Provide relief support and cross-trains with others within the business unit including other Divisional Administrators, and the Director's Office's Executive Advisor and Administrative Assistant.
- Complete general office duties, formatting of documents, filing, copying, scanning, telephone and collecting data for reports.
- Train new administrative staff as required.

**Qualifications**
- A completed 1 year certificate in business administration and at least 3 years of related experience directly supporting Managers is required.
- Intermediate level of proficiency in Microsoft Office (Excel, Outlook, PowerPoint, Word and Teams) is required.
- Previous experience with Finance & Supply Chain Management (FSCM), Content Server and SharePoint experience will be considered assets.
- Success in this position requires good customer service and teamwork skills, excellent communication skills, political acumen, strong planning and organizing skills and the ability to multi-task while maintaining accuracy.

**Pre-employment Requirements**
- Applicants will be tested for appropriate skills.
- Successful applicants must provide proof of qualifications.
- Union: CUPE Local 38
- Business Unit: Development, Business and Building Services
- Position Type: 1 Permanent
- Location: 800 Macleod Trail SE
- Compensation: Pay Grade 6 $32.24 - 43.12 per hour (2024 Rates)
- Days of Work: This position typically works a 5 day
work week, with 1 day off in each 3 week cycle.
- Hours of work: Standard 35 hour work week
- Audience: Internal/External
- Job ID #: 310506

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