Administrative Assistant - Edmonton, Canada - City of Edmonton

City of Edmonton

Verified Company

Edmonton, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Job Number:49404**Reporting to the Branch Manager, Corporate Procurement and Supply Services, and in support of the Branch Manager and CPSS Leadership team, this position will be responsible for ensuring the effective and efficient delivery of branch administration services.

This position will also act as the central coordination for various branch functions including requirements of the leadership team, event planning, documentation and establishing processes and procedures, payments, training administration, and travel expense claims management.

Your success will be measured by your ability to achieve timely results in the context of a respectful, inclusive and service-minded style.

With a focus on the City of Edmonton's Cultural Commitments to Safe, Helpful, Accountable, Integrated, and Excellent, you will:

Prepare all types of documentation and correspondence on behalf of the Branch Manager and CPSS Leadership team
Take and transcribe meeting minutes for all meetings required by the CPSS Leadership team
Event planning and management of logistics for Branch events including facility bookings and catering requests
Review incoming invoices to ensure that charges incurred by the Branch are correct and valid
Develop and maintain branch distribution lists
Purchase materials required for the branch through the Corporate Credit Card (CCC)
Manage office supply stock for Century Place staff and ensuring the Branch is aware of processes required to order materials
Track industry and corporate memberships for the Branch and staff to ensure that renewals are completed in a timely manner
Track and manage IT related equipment managed by the branch and coordinate for refreshes and ensure appropriate equipment is available to CPSS staff
Manage shared drives managed by sections of the branch working in Century Place
Manage incoming letter mail, packages, and ordered deliveries and ensure they reach the right recipients
Prepare sign in sheets and print assessments for training courses delivered by CPSS to the Corporation
Send out notifications and reminders to City staff included in upcoming training sessions
Book flights and hotel accommodations for management travel
Support the relief of administrative duties for other administrative staff when required

Qualifications:

Completion of Grade 12 with a minimum 4 years of administrative/office experience
A certificate in Business Administration or equivalent would be considered an asset
Intermediate to advanced knowledge in Google Suite
Able to effectively communicate both verbally and in written form in English
Able to effectively work in a team environment
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 behaviors 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
Applicants may be tested

_ 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); $51, $64, Annually)

Talent Acquisition Consultant:
RM/MZ

Classification Title:
Administrative Assistant I

Posting Date:
Apr 9, 2024

Closing Date:
Apr 23, :59:00 PM (MDT)

Number of Openings (up to): - Permanent Full-time

Union:
CSU 52

Department:
Corporate Procurement and Supply Services

Work Location(s): Century Place, 8th Floor, A Avenue Edmonton T5J 3A3