Administrative Assistant
Administrative Assistant
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Job Description
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The City of Edmonton is looking for a dynamic and organized individual to join the Deputy City Managers Office (DCMO) and Department Strategy Section for City Operations as an Administrative Assistant I. In this role you will provide highlevel administrative support to the Executive Assistant ensuring the smooth and efficient operation of the office. You will be responsible for tracking incoming inquiries coordinating Council and Committee reports and providing general administrative support. This position requires a high degree of confidentiality discretion and professionalism as well as the ability to work independently and collaboratively in a fastpaced environment.
What will you do
- Efficiently track all incoming inquiries (complaints requests for information council correspondence) to the DCMO utilizing POSSE application. This requires necessary liaison with Department Staff City Clerks City Managers Councillors and Mayors offices and other departments. Review draft material for format grammar and content. Send out approved responses and track all nonPOSSE documents. Items may be of confidential and sensitive nature and the incumbent is expected to use care and discretion when dealing with them. Provide coverage for Executive Assistant during absences
- Supporting the department this role fulfills a coordination role on all Council and Committee Reports. Daily work includes tracking and maintaining an accurate department tracker for Council/Committee Reports managing internal/external report reviews creating folders and transfer of document ownership for finalized reports/presentations. Providing updated delegation lists/agendas for distribution to all Branch Managers. Prepare committee meeting binders for DCM. Assist with scheduling monthly report plan meetings and report presentation meetings as required. This work also includes building rapport and communicating with the City Clerks Office/City Manager Office as well as other department report coordinators
- Provide administrative support for the Department Strategy Section (DSS) & Communications & Engagement provide guidance on department records for retention and process FOIP requests. Manage all logistics for the department Quarterly Extended Leadership meetings and other events as required
- Process Accounts Payable/Receivable (membership courier photocopier and other general invoices); assist with department long service lists and process letters/award selection for DCMO and DSS. Process travel authorities and business expense statements for DCM approval. Maintain office supplies and IT asset inventories
- Provide IT asset management responsible for coordinating hardware and software requests for the DCMO and DSS. This includes maintaining an accurate and up to date inventory of IT assets
- Other duties as required
- Grade 12
- Completion of an appropriate certificate program from an approved business school/college
- A minimum of four 4 years progressively responsible and diversified office experience in a large organization
Assets:
- Advanced knowledge and experience in Ariba POSSE
- Strong proofreading writing and editing skills
Skills required for success:
- Excellent communication skills (verbal and written)
- Must demonstrate a high degree of initiative judgement and discretion
- Ability to manage work under tight timelines
- Ability to make independent decisions
- Strong organizational and time management skills
- Work independently with minimal supervision
- Superior attention to detail
- Demonstrate ability to produce high quality and error free work in a fastpaced environment
- Exceptional customer service interpersonal and teamwork skills
- Be able to apply simple accounting skills to execute assigned job duties
- Alignment to our Cultural Commitments and Leadership Competencies a culture of equity diversity reconciliation and inclusion
Conditions of Employment:
- This position has access to confidential sensitive and personal information which requires a high degree of confidentiality
- Ensure accounting function is compliant with city policy & procedure
Work Environment:
- Minimal/Sedentary (most office jobs may be considered minimal effort) Examples include: Lifting up to 10 lbs Kneeling Standing walking sitting Manual dexterity Climbing stairs Visual acuity colour vision
The City of Edmonton values applicants with a diverse range of skills experiences and competencies and encourages you to apply. We strive to provide reasonable access and accommodations throughout the recruitment process. To request an accommodation please contact . Learn more about our benefits to 1 temporary fulltime position for up to 11 months
Hours of Work: 33.75 hours per week
Salary Range: $31.257 $39.153 (Hourly)
Talent Acquisition Consultant: AM / SB
Edmonton rests in the heart of Treaty Six territory in Alberta and the homelands of the Metis Nation.
Employment Type
Full Time
