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Administrative Assistant

3 weeks 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.
- Reporting to the Administrative Lead, this position is responsible for providing confidential administrative/technical support and services to the Manager of the Transit Service Support division and the divisional Coordinators/Team Leads. Primary duties include:

- Prepare and ensure all correspondence, tenders, specifications, reports and bulletins meet corporate format standards; responsible to edit for procedural and grammatical accuracy.
- Process retirements and resignations (employee separations) and coordinate onboarding of new employees.
- Maintain office equipment, stock and order office supplies.
- Coordinate and schedule grievance hearings and discussion meetings with the Manager, union executives, Human Resources, Coordinators/Team Leads and Supervisors.
- Organize all aspects of divisional meetings, including catering, coordinating, taking and distributing minutes.
- Coordinate divisional travel needs including reservations, booking, payments and records.
- Review, verify, coding and recommending invoices for payment approval of the Manager.
- Act as a liaison between Coordinators/Team Leads and the Manager.
- Prepare and arrange approvals of expense reports for the Manager.
- Manage the Manager's calendar.
- Relieve the Spring Gardens reception position as well as relief for the Administrative Lead and the Administrative Assistant to the Director.
- Other duties as required.

**Qualifications**
- A completed 1-year certificate in Office and/or Business Administration or a closely related field with at least 3 years of related administrative support experience.
- Intermediate level of proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, and Teams).
- Experience with PeopleSoft Time and Labor, Financial Supply Chain management (FSCM), and/or Human Capital Management (HCM), Hastus, and ARIBA is considered an asset.
- An understanding of the Freedom of Information and Protection of Privacy (FOIP) Act Policy is considered an asset.
- Effective communication, sound judgment in decision making, and excellent time management skills.
- A professional approach when addressing issues in a sensitive and confidential manner and an aptitude for completing work effectively, accurately, and multi-tasking.

**Pre-employment Requirements**
- Applicants will be tested for appropriate skills.
- Successful applicants must provide proof of qualifications.
- Union: ATU Local 583
- Business Unit: Calgary Transit
- Position Type: 1 Temporary (up to 18 months)
- Location: 928 32 Avenue NE
- Compensation: $31.22 - 41.77 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 #: 310908