Administrative Assistant - Calgary, Canada - City of Calgary

City of Calgary

Verified Company

Calgary, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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, antiracism 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 fastpaced 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