Administrative Support

6 months ago

Edmonton, Canada City of Edmonton Full time

**Job Number***:
**48753**

The City of Edmonton, recognized as one of Alberta’s Top Employers and continues to attract and retain employees who are passionate about their community, proud of the work they do and committed to making Edmonton a great place to live, work and play.

Reporting to the Chief of Logistics and Services, this position provides clerical support to the Facilities & Logistics and Health and Wellness areas within Edmonton Fire Rescue Services. This position is primarily responsible for coordinating purchases, repairs and installation of appliances, furniture, and equipment for fire stations and sites occupied by EFRS throughout Edmonton. The ability to read drawings for placement of furniture, office furniture, appliances, etc. is necessary in both new and existing facilities. The role will work with external and internal vendors as necessary.

If this interests you, we would like for you to join our team - please read on for more information.

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

- Create tracking and process charts/spreadsheets to organize data (requests from stations for repairs/concerns and station/facilities inventory) through EFRS facilities and logistics in order to streamline and create efficiencies in the are
- Create checklists and liaise with on site personnel to confirm work is completed efficiently
- Coordinate and order and/or repair equipment, appliances and furniture including warranty management with vendors
- Facilitate vehicle rentals and any specialized equipment rentals
- Attend committee meetings such as clothing, equipment and take minutes
- Identify and follow surplus processes to dispose of broken and/or unused items
- Track, pay, and process invoices via ARIBA and SAP, including generating purchase orders.
- Work with facilities personnel to support their needs and coordinate documentation and purchasing
- Process ARIBA / SAP billing to external agencies
- Process invoicing from Safety, Health and Wellness programming into Ariba
- Contact vendors for the movement and repair of fitness equipment
- Maintain accurate records of invoices, as well as equipment purchasing, including location, details, and S/N.
- Administrative coordination and documentation related to the peer fitness and recruit training, including both internal and external agency communication
- Participate in the coordination/booking of Training Academy Resources as required to support the Ready to Work program
- Coordinate with other clerks across EFRS to avoid duplication of work and streamline tasks
- Other related duties as required

**Qualifications**:

- Two years experience providing corporate administrative support; including working with enterprise purchasing software and procedures, and coordinating purchases and estimates with external vendors
- Strong verbal and written communication skills including ability to summarize and prepare required material and minutes of meetings
- Ability to maintain and prepare moderately complex records and reports
- Ability to establish and maintain effective working relationships with a focus on balancing competing requirements within the various teams and ensuring service is delivered accordingly
- Ability to make decisions in accordance with established policies and procedures
- Excellent organizational and time management skills, including the ability to work independently and collaboratively
- Problem solving skills, including the ability to resolve conflict in a collaborative, professional manner
- Proven ability to effectively handle confidential information using discretion and following all City requirements
- Ability to build and maintain relationships with a variety of internal and external stakeholders
- Hire is dependent on a Criminal Records Check (CRC) security clearance that is satisfactory to the City of Edmonton and is a requirement of this position. 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, please visit edmonton.ca/our-culture

**_ Up to 1 temporary full-time position available for up to 11 months_**

**Hours of Work**: 40 hours per week

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 a

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