Description:
As an integral part of the EFRS team, the Administrative Support Clerk will manage a broad range of clerical and administrative tasks. This includes managing correspondence, coordinating meetings, processing financial information, and providing support to various staff members. The successful candidate will have a strong ability to multitask, prioritize work effectively, and maintain a high level of accuracy in a fast-paced environment. This role requires excellent communication and interpersonal skills, as well as a commitment to providing exceptional customer service.
What will you do?
- Provide administrative support to the Assistant Deputy Chief, Fire Marshal, and Assistant Fire Marshals, including managing correspondence, scheduling meetings, and preparing reports
- Manage the flow of incoming and outgoing correspondence, ensuring that documents are recorded and managed according to policy and procedures
- Process financial information, including monthly billing and expense reports
- Process invoices and create Purchase Orders in the financial system (SAP); manages authorization process and submission to Accounts Payable
- Track and follow up on rejected transactions or missing information
- Manage incoming requests for the release of documents, ensuring compliance with relevant laws, regulations, and organizational policies
- Collaborate effectively with stakeholders to ensure compliant and efficient routine disclosure, as well as redacting confidential or sensitive information as needed
- Maintaining records of all requests and disclosures
- Coordinate meetings and events, including booking venues, preparing agendas, and taking minutes
- Provide support to other staff members as needed, including assisting with projects and covering for absences
- Monitor and coordinate various administrative support services for the unit, including: coordination of telecommunications, directory updates, stationary/office supply orders, transcription and other related tasks
- Other duties as assigned
Qualifications:
- Completion of Grade 12, including business subjects related to word and information processing, 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
Assets:
- Experience working in a Fire Rescue Services environment
- Experience with managing and responding to requests for routine disclosure
- Experience working with City enterprise applications such as SAP, Ariba, etc.
- Knowledge of City of Edmonton policies and procedures