Administrative Clerk Ii, Director's Office

5 months ago

Edmonton, Canada City of Edmonton Full time

**Job Number**:48945**

At the City of Edmonton - Parks & Roads Services branch, the long-term success of serving Edmontonians is implemented by the actions of exceptional employees who exemplify our Cultural Commitments of being Safe, Helpful, Accountable, Integrated and Excellent. As an employee in our branch, this position's role will be to cultivate our vision and cultural commitments while championing continuous improvement.

This posting is for one position; reporting to the Director of Business Integration. The Administrative Clerk II will provide support to the section director as well as general support to the section. The incumbent will be building collaborative working relationships and dedicated to meeting internal and external client requirements. This position requires both teamwork and independent decision making regarding the diverse and varied duties and assignments.

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

- Be a positive and professional liaison between various teams within the Branch
- Collaborate with BMO Clerk and other Section clerks for calendar management activities
- Create, improve, and implement templates and processes related to typical correspondence and requests for information
- Format and draft various documents (memos, letters, inquiry responses, etc.)
- Provide background information, prepare agendas, take, transcribe, and distribute meeting minutes
- Maintain awareness of the Director's schedule
- Track all incoming and outgoing correspondence for the Director’s Office using a variety of software and various types of documents ranging in complexity
- Create, process, and maintain files and/or scanning and filing documents in accordance with Corporate/Departmental records management
- Provide support for tracking and management of payroll time entry
- Ensure document management, retention, disposition and distribution adhere to FOIP requirements
- Provide diversified administrative support to the Director, including calendar management by assessing and prioritizing meeting requests
- Provide administrative support for recruitment processes, including scheduling interviews, preparing packages and coordinating logistics
- Support committees and meetings including managing logistics, scheduling, preparing agendas, managing attendance lists, taking minutes and following up on action items
- Coordinate and maintain work space requirements, furniture, office equipment/supplies, and phone inventory, including purchases, updates/changes, maintenance and troubleshooting
- Perform high volume daily data entry into Ariba.
- Create and process purchase requisitions, reconcile and process invoices, and coordinate corporate procurement card transactions, review and obtain approvals
- Perform other related duties as required

**Qualifications**:

- 2 years progressively responsible related administrative experience, preferably in an executive office
- Ability to work Independently and professionally within a team environment as appropriate and make decisions on issues that may be sensitive, time sensitive, and or confidential
- Exceptionally strong verbal and written communication skills
- Excellent skills with grammar, punctuation, and spelling, with a high level of accuracy, ensuring documents conform to City of Edmonton formats
- Focus on excellent customer service with the ability to handle various inquiries and maintain effective working relationships within a multidisciplinary team
- Ability to make decisions independently and in accordance with established policies and procedures
- Excellent time management and organizational skills, with the ability to efficiently and effectively manage competing priorities
- Proven ability to effectively handle sensitive information using discretion
- Ability to perform assigned tasks with a high level of accuracy
- Ability to manage a large volume of work with conflicting demands and timelines
- 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
- Strong knowledge of software and databases including SAP, POSSE, and Peoplesoft is an asset
- Experience with high volume of purchase orders and job costing would be an asset
- Ability to work in cross functional teams, across programs and work collaboratively to share resources and information
- 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. Fo

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