Job Description

Join the Development Services Branch within Urban Planning and Economy as a senior-level Administrative Assistant.
This is a professional, high-impact role where you will be the information hub and first point of contact for the Branch Manager's Office. You will be essential in enhancing the efficiency and responsiveness of the Branch Manager's Office, responsible for complex administrative support and office management functions for the entire Branch.
This position requires a high degree of initiative, confidence, and independence to manage a large volume of confidential, urgent, and diverse priorities. You will exercise a high degree of judgment and diplomacy while managing daily operations and maintaining key internal and external relationships.
What will you do?

• Provide senior-level support to the Branch Manager, including proactive calendar management, daily schedule coordination, and preparing for Council and Committee meetings
• Manage all workflow for the Branch Manager's Office, ensuring documents, correspondence (including from the Deputy City Manager's Office and through POSSE), and 311 complaints are reviewed, assessed, and delegated to the appropriate Branch Section within a timely manner
• Order and maintain inventory of office supplies and technology assets for the Branch Manager's Office, and the branch as needed
• Work with Access to Information (ATI) legislation and processes ATI requests in conjunction with the ATI Office
• Provide advice and support to the Branch Administrative Team (up to 6 Clerk IIs) on administrative processes, procedures, tracking logs, and asset management, including IT inventory and invoice approvals
• Guide Branch leadership and employees on administrative processes and procedures, providing clarification and resolving issues across the Branch
• Collaborate with the Strategic Coordinator on initiatives and events that help shape the culture of the branch, coordinating employee engagement activities like Townhalls, employee recognition, and team building
• Execute specific functions for the Branch Manager and Strategic Coordinator, such as meeting logistics, report coordination, correspondence drafting/editing, and bi-weekly time approvals for the Branch Manager's office

Qualifications

• A High School diploma is required
• A minimum of four (4) years of progressively responsible, diversified administrative experience in a fast-paced, highly political office setting, directly supporting senior management
• Proven intermediate computer competency

Assets:

• A diploma in Office Administration, Business Administration, or a related discipline from an accredited business school/college
• Completion of a Management Development or Supervisory Development Program/certificate
• Experience with supervision and leadership, including leading a team, staff performance management, and delegating duties
• Experience with ARIBA, POSSE, and/or SAP

Skills required for success:

• Expert in Google Applications, including Docs, Sheets, Slides, Sites, Drive, Gmail, and Google Calendar
• Proficient with Posse and PeopleSoft
• Exceptional prioritization and independent decision-making for handling inquiries, communications, and managing calendar requests
• Outstanding written (composition and editing) and oral communication
• Strong organization skills, utilizing tracking and reporting tools
• Handles confidential information with a high degree of discretion
• Identifies politically sensitive issues and prioritizes them for the appropriate senior leader
• Uses judgment and discretion when making independent decisions and determines when to ask for guidance
• High initiative, self-motivation, and ability to produce quality, error-free work in a fast-paced environment
• Strong interpersonal, leadership, and teamwork skills
• Maintains and influences relationships with all levels of management without formal authority
• Thorough knowledge of the City's policy and procedures, formats, and templates
• Alignment to our Cultural Commitments and Leadership Competencies (

) * Embracing a culture of equity, diversity, reconciliation and inclusion
Conditions of Employment

• The work environment is primarily Minimal/Sedentary physical effort (most office jobs)

Work Environment

• 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.
• Note: This position may be eligible for a hybrid work arrangement with the flexibility to work from both home and the worksite as per the Letter of Understanding between the City of Edmonton and Civic Service Union 52

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
Up to 1 temporary full-time position for up to 11 months
Hours of Work: 33.75 hours per week.
Salary Range: $31.117 - $40.230 (Hourly)
Talent Acquisition Consultant: JF/VH
Edmonton rests in the heart of Treaty Six territory in Alberta and the homelands of the Metis Nation.

Skills Required