Job Number: 47817
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 a clerk position that reports 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, departments, and stakeholders
- Provide leadership and coordination to each of the PARS’ section clerks with regards to processes, delegation, and any other questions/concerns
- 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 office equipment/supplies including purchasing of office supplies
- Perform high volume daily data entry and data load to SAP along with the audit functions for equipment in line with service requirements, and compliant with enabling agreements
- Create and process purchase requisitions, reconcile and process invoices, and coordinate corporate procurement card transactions, review and obtain approvals
- Provide support for subcontract administration and internal billings
- Perform other related duties as required
Qualifications:
- High School Diploma, including business subjects with an emphasis on general office practices, or completion of an office administration certificate
- 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
- Proficiency in the use of a variety of software including Google suite of applications and Microsoft Office Suite
- Strong knowledge of software and databases including SAP, M5, 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. For more information on the City’s leadership competencies, please visit edmonton.ca/our-culture
- Applicants may be tested
The City of Edmonton is committed to inclusive, respectful and equitable workplaces that represent the communities we serve. We continuously improve our systems, policies and practices to remove barriers and ensure our employees, in all their diversity, can succeed. We value applicants with a diverse range of skills, experiences and competencies, and encourage you to apply. To learn more, see the Art of Inclusion: Our Diversity and Inclusion Framework here: https://bit.ly/3hd2d95.
The City of Edmonton strives to provide reasonable access and accommodations throughout the application and selection process. If you would like to request an accommodation at any stage of the process, please contact [email protected]
Up to 1 permanent full-time position
Hours of Work: 40 hours per week; Monday to 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 52 collective agreement and the incumbent will be notified in advance.
Salary: $22.361 - $27.765 (Hourly); $46,689.770 - $57,973.320 (Annually)
Talent Acquisition Consultant: KE/JF
IND123
Classification Title: Word/Data Pro Clerk II - 8hrs
Posting Date: Sep 21, 2023
Closing Date: Sep 28, 2023 11:59:00 PM (MDT)
Number of Openings (up to): 1 - Permanent Full-time
Union : CSU 52
Department: Parks and Roads Services
Work Location(s): 16th Floor Edmonton Tower, 10111 104 Avenue Edmonton T5J 0J4
