Clerk Assistant to The Deputy Fire Chief

6 months ago

Edmonton, Canada City of Edmonton Full time

**Job Number**:49328**
- This position is an integral part of the overall team, the Clerk Assistant to the Deputy Chief position acts as the information hub and first point of contact for the Deputy Fire Chiefs in Fire Rescue Services. While each area has distinct lines of business, the Clerk Assistant to the Deputy Chief forms the core administrative team for the branch and provides seamless support by collectively maintaining consistent processes and service levels.

If you are interested and would like to learn more, please reach on

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

- Manage the flow of incoming and outgoing correspondence and information through the Deputy Fire Chief’s office, ensuring documents and records are properly entered and recorded, and using discretion and judgment to prioritize
- Compile, summarize and send communications to the unit, section and other audiences on behalf of the Deputy Fire Chief
- Manage the Deputy Fire Chief’s schedule, including monitoring calendars; prioritizing, shifting and scheduling meetings to allow for preparation, down time and travel time; coordinating appointments among various internal and external stakeholders; sending meeting reminders etc
- Support the delivery of meetings, including booking rooms, preparing and distributing agendas and meeting materials, booking catering, managing attendance lists and coordinating guests, assisting with meeting logistics (such as running presentations during meetings), taking minutes and following up on action items
- Coordinate travel and training requests in the area, including managing the travel approval process, booking travel (air fare, car rentals, etc) and/or accommodations, making arrangements for travel credit cards and performing final reconciliation and submission/tracking of reimbursements
- Prepare, reconciles and submits the credit card expense claims for Directors and/or unit staff
- Perform other duties as assigned

**Qualifications**:
OR
- An approved certificate program from an approved business school/college
- Minimum of 2 years of progressively responsible and diversified word/information processing experience, including providing clerical support to a team of professionals, creating and formatting documents, maintaining records, managing calendars/correspondence, preparing expense
statements and/or performing financial processing
- Knowledge of applicable policies, rules, regulations and procedures of the department; understanding of operational and unionized environments is preferred
- Demonstrated ability to work independently and actively participate as a member of a larger team
- Ability to perform tasks with a high level of political sensitivity and accuracy, and in accordance with established policies, procedures and formats
- Ability to manage a large volume of work with diverse and sometimes conflicting demands and timelines, including strong prioritization and time management skills
- Ability to establish and maintain effective working relationships with a focus on balancing competing requirements within the various units and ensuring service is delivered accordingly
- Ability to perform basic mathematical and financial calculations, including ability to manage financial processes such as invoice payment and account reconciliations
- Excellent verbal and written communication skills, including elevated skills in grammar, punctuation
- Strong organizational and writing skills, including the ability to create meeting agendas, coordinate meeting guests and rooms, prepare meeting materials and presentations, take minutes and create/maintain a tracking system for action items
- Strong interpersonal skills, including the ability to interact with internal and external stakeholders with tact and professionalism
- Proficiency in applicable software and databases, such as Google Workspace (Gmail, Calendar, Sheets, Doc, Slides, Forms etc) and the ability to adapt to and learn new evolving technology
- 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, please visit edmonton.ca/our-culture
- Applicants may be tested

**_ Up to 1 permanent full-time position available_**

**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

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