Administrative Assistant

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.
- As an Administrative Assistant for Facility Operations, you will support a dynamic team of professional staff, contractors, and consultants. Primary duties include:

- Investigate and understand the daily operations within the business unit to ensure that managers and leaders are kept up to date with current information.
- Analyze, prepare and present program material to the management and leadership team.
- Help to interpret policies, procedures, financial reports, and Council and Committee agendas.
- Collaborate with peers and other levels of staff within Facility Management as well as with other business units to resolve issues.
- Administer Corporate Facility Planning Governance including managing MS Teams sites, preparing materials, taking minutes, supporting workshops and related tasks.
- Participate on a variety of special projects being undertaken by the business unit, including drafting and carrying out action plans.
- Manage Corporate Credit Cards, IT Investment statements and divisional IT equipment and support administrative remedy tickets.
- Initiate requisitions, purchase orders and process invoices and accounts payable.
- Input information into time and labour, PeopleSoft Human Capital Management (HCM) and PeopleSoft Financials and Supply Chain (FSCM).
- Maintain the teams Integrated Record Information Management System (iRIMS) records and document management.
- Order office supplies, furniture, catering, book rooms, meetings, and arrange internal moves.
- Onboard new team members and contractors.

**Qualifications**
- A completed 1 year certificate or diploma in Business Administration or a related field and at least 5 years of related experience.
- Proficient in Microsoft Office Suite (Excel, Outlook, Teams, and SharePoint).
- Experience using iRMS, HCM, and FSCM will be considered an asset.
- Previous experience working in a project office will also be considered an asset.
- You have technical skills and abilities needed to accomplish mathematical, financial, and computer related duties for the purpose of analysis and reporting accompanied by exceptional organizational skills.
- Excellent interpersonal and communication skills with the ability to collaborate and work as an effective team member.
- Ability to work in a fast-paced environment and adapt quickly to changing priorities.
- You have the ability to work independently with limited supervision, demonstrated initiative as well as the ability to work as an effective team member.

**Pre-employment Requirements**
- Successful applicants must provide proof of qualifications.
- Union: CUPE Local 38
- Business Unit: Facilities
- Position Type: 1 Permanent
- Location: 800 Macleod Trail SE
- Compensation: Pay Grade 6 $31.30 - 41.86 per hour
- 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 #: 309882