Administrative Support - Edmonton, Canada - City of Edmonton

City of Edmonton

Verified Company

Edmonton, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Administrative Support

Job Number:

47416
Overall, this position requires both team work and independent decision making regarding the diverse and varied duties and assignments

The core functions include:
staff/section administrative support and data/process management.

The time devoted in each area may vary depending on the priorities of the Professional Standards, development and logistics units' staff workloads, as well as branch and section priorities.

Main responsibilities include:

Manages calendars, including monitoring calendars & schedules; prioritizing, shifting and scheduling meetings; coordinating appointments among various internal and external stakeholders; sending meeting reminders etc
Supports the delivery of meetings, including booking rooms, preparing agendas, booking catering, managing attendance lists, taking minutes and following up on action items
Manages the flow of incoming and outgoing correspondence, ensuring documents and records are properly entered and recorded with a high degree of accuracy while maintaining confidentiality
Able to do research on the City systems to provide accurate information and history pertaining to inquiries and assign tasks accordingly
Monitors and coordinates various administrative support services for the unit, including: coordination of telecommunications, directory updates, stationary/office supply orders and other related tasks
Coordinates office equipment and furniture (such as chairs and floor mats) including placing orders and coordinating the accurate delivery/placement/repair
Creates, updates and maintains various documents, such as contact lists for vendors and Workforce Support and Development staff, and general communication support.
Supports the onboarding/off boarding and training records for employees on a regular basis
Provides general administrative and data entry support to the Professional Standards, Development and Logistics unit, including creating files, entering clerical data into various systems and managing clerical tracking sheets
Has the independence to make decisions regarding the tools and approaches to managing assigned work
Responsible for following up on action items as assigned and for requesting deliverables or tasks be completed by staff to assist the Section as required

Qualifications:

Completion of Grade 12 or equivalent OR;
Completion of an appropriate certificate program from an approved business school/college
Minimum of two (2) years of progressively responsible and diversified work/information processing experience OR;
Minimum of two (2) years of progressively responsible and diversified data entry experience, including general office procedures
Ability to creatively problem solve
Ability to adapt quickly to change (ex. taleo to enterprise commons)
Considerable knowledge of modern office practices, procedures and equipment
Ability to make decisions, format documents, take minutes and maintain records in accordance with established policies, procedures and formats
Ability to work independently and professionally within a team environment
Strong verbal and written communication skills, including excellent grammar, punctuation and spelling
Ability to perform assigned tasks with a high level of accuracy
Excellent time management and organizational skills, with the ability to efficiently and effectively manage competing priorities, manage a large volume of work, and work under tight timelines
Customer service focused with the ability to handle various inquiries, maintain effective working relationships within a multidisciplinary team, and effectively manage conflict
Strong interpersonal skills and the ability to establish and maintain effective working relationships with a focus on collaboration
Proven ability to effectively handle sensitive information using discretion
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
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

_ Up to 1 permanent full-time position_

Hours of Work: 33.75 hours per week, Monday - 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:
$ Hourly); $41, $51, Annually)

Talent Acquisition Consultant:
AM / SK

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