Description:
This position requires collaborative, teamwork as part of a greater administrative team within the Branch and independent decision-making regarding the diverse and varied duties and assignments. The successful candidate will support the core needs of the Director including support with time-sensitive matters, calendar scheduling, and maintaining business area priorities and organization.
With a focus on the City of Edmonton’s Cultural Commitments to Safe, Helpful, Accountable, Integrated and Excellent, you will:
- Provide support to the Director, respond to telephone, e-mail and/or in-person inquiries, take messages, organize meetings, etc.
- Take minutes during meetings as required by the Director or Branch
- Provide and coordinate various administrative services including: coordination of telecommunications, directory updates, stationery orders, support the set up of new staff hires (computer ID access, system access, directory updates, workstation set-up) and coordinate building maintenance requests
- Assist with the administration and records management of staff vacation or time off schedules and other HR related duties.
- Provide assistance in the use of core business applications and maintaining office equipment and supplies (fax, printers, photocopiers)
- Create and maintain files, scanning and filing documents
- Ensure document management, retention, disposition and distribution adhere to FOIP requirements
- Manage the flow of correspondence, including documents and records are properly inserted and recorded in the POSSE application
- Create and format documents (presentations, memos, letters, reports, inquiries) and prepare project reports for publishing or for professional presentation
- Prepare and assist in the development of presentations; organize meetings and workshops including booking meeting locations, prepare and mail meeting notifications and agendas, record and distribute minutes, follow-up to ensure work and action items assigned at meetings is completed
- Liaise with the Association of Professional Engineers and Geoscientists of Alberta (APEGA) with respect to:
- Professional and Responsible Member registration,
- Tracking registered professionals and maintaining the City’s internal inventory of professional members
- Development of content for, and maintenance of, internal Engineering Practice Google Site
- Tracking and incorporating edits into the City’s Professional Practice Management Plan and
- General liaison with the professional members within the City, answering ad hoc questions as they arise
- Provide administrative support for the on-going functioning and maintenance of the Engineering Services Building which includes but is not limited to:
- Rotation of reception duties (answering phones, deliveries and distribution of deliveries and mail), assignment of parking and lockers to staff, responding and coordinating the resolution of building maintenance issues, supporting coordination of work spaces for temporary employees, and regular inspections of the building’s fire extinguishers and AEDs
- Respond to public inquiries for technical reports by completing an internal search, reproducing material as required and manage payment and delivery of requested reports
- Related duties as required
Qualifications :
- Grade 12 including business subjects related to data entry or completion of an appropriate certificate program from an approved business school/college
- Minimum 2 years of diversified general office experience including data entry, maintaining files and/or scanning documents, responding to inquiries, organizing meetings and liaising with a regulatory body is required
- Proven experience developing and maintaining a Google Site is required
- Advanced skills in Google Workspace (Docs, Sheets, Sites, Slides, Drive, Calendar), SAP and Adobe Acrobat with a solid working knowledge of MS Office is required.
- Knowledge of City of Edmonton policies and procedures
- General knowledge of Integrated Infrastructure Services and branch lines of business
- Ability to plan and coordinate work assignments
- Ability to make decisions in accordance with established policies and procedures
- Ability to summarize and prepare required material including minutes of meetings is required
- 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
- Excellent proofreading skills (grammar, punctuation, spelling) with a high level of accuracy
- Must ensure documents follow and conform to City of Edmonton formats.
- Excellent time management and verbal and written communication skills
- Proven ability to effectively handle sensitive information using discretion
- Exceptionally strong interpersonal, teamwork and prioritization skills are required
- Hire is dependent upon a Police Information Check satisfactory to the City of Edmonton
- This position will require travel between multiple locations. The successful candidate must arrange their own transportation and will be reimbursed in accordance with the City of Edmonton policy. This may require a valid Alberta Class 5 driver's licence (or provincial equivalent) and business auto insurance if using a personal vehicle.
- Demonstrate service excellence, embracing diversity and promoting inclusiveness
- 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