Job Description

The position of Administrative Clerk provides administrative support to the Director within the Branch. The incumbent is responsible for providing a broad range of clerical and administrative services in support of the day-to-day needs of the Director and the smooth operation of the section. This position requires collaborative, team work as part of a greater administrative team within the Branch and independent decision making regarding the diverse and varied duties and assignments. While working with a specific section, this position will also work collectively with the mindset of contributing to and meeting the overall needs of the Branch.

Major responsibilities as outlined below are:

• Provide and/or coordinate the various administrative services including: coordination of telecommunications; directory updates; stationery orders; corporate procurement card transaction/review/approval
• Provide support to the Director, responding to telephone, e-mail and/or in person inquiries, take messages, organize meetings etc.
• Manage the flow of incoming and outgoing correspondence, ensuring that documents are recorded and managed according to policy and procedures
• Manage the flow of incoming/outgoing correspondence, including ensuring documents/records are properly inserted and recorded in the POSSE application
• Format various documents (memos, letters, reports, inquiries etc.) and enter and format project reports and documents in the appropriate applications required for publishing ensuring document management, retention, disposition and distribution adhering to FOIP requirements
• Proofread reports and publications for accuracy, quality and consistency with department and city standards
• Supporting Actions:

• Provide administrative support in the set up of new staff hires ("log on" ID, system access, directory updates), workstation set-up etc; submit or coordinate building maintenance requests as per corporate procedures
• Provide assistance in the administration/records management of staff vacation schedules, EDO\'s and other HR related administrative duties; provide assistance in the use of core business applications as well as maintaining and office equipment and supplies (fax, printers, photocopiers etc.)
• Working with the department Records Management Coordinator, ensure all records/files are properly recorded and archived; research and/or compile branch statistical data and prepare and/or print reports as required; provide liaison between the Directors\' offices, to the Branch and Deputy City Manager\xe2\x80\x99s offices as required
• Prepare and/or assist in the development of presentations; organize meetings and workshops including book meeting locations, prepare and mail meeting notifications and agendas, record and distribute minutes, follow-up to ensure work/action items assigned at meetings is completed

Qualifications

• Completion of Grade 12 or higher, or equivalent 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 data entry experience, including general office procedures
• Ability to creatively problem solve
• Ability to adapt quickly to change (ex. taleo to enterprise commons)
• Considerable knowledge of modern office practices, procedures and equipment
• Ability to make decisions, format documents, take minutes and maintain records in accordance with established policies, procedures and formats
• Ability to work independently and professionally within a team environment
• Strong verbal and written communication skills, including excellent grammar, punctuation and spelling
• Ability to perform assigned tasks with a high level of accuracy
• Excellent time management and organizational skills, with the ability to efficiently and effectively manage competing priorities, manage a large volume of work, and work under tight timelines
• Customer service focused with the ability to handle various inquiries, maintain effective working relationships within a multidisciplinary team, and effectively manage conflict
• Strong interpersonal skills and the ability to establish and maintain effective working relationships with a focus on collaboration
• Proficiency in relevant software and computer applications, including Google Workspace (Gmail, Calendar, Docs, Forms, Sheets, Slides, etc), Microsoft Office (Word, Excel, etc), and the ability to learn new computer skills; experience with POSSE, Taleo, Ariba and/or SAP is an asset
• Proven ability to effectively handle sensitive information using discretion
• 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\xe2\x80\x99s Cultural Commitments, please visit
• Demonstrate the foundational competencies, key behaviors and attributes of the City\xe2\x80\x99s six leadership competencies: Courage, Inclusivity, Values-Based Influencer, Collaborative Networker, Systems Thinker and Creative Innovator. For more information on the City\xe2\x80\x99s leadership competencies, please visit
• Applicants may be tested

The City of Edmonton is committed to inclusive, respectful and equitable workplaces that represent the communities we serve. We continuously improve our systems, policies and practices to remove barriers and ensure our employees, in all their diversity, can succeed. We value applicants with a diverse range of skills, experiences and competencies, and encourage you to apply. To learn more, see the Art of Inclusion: Our Diversity and Inclusion Framework here: .

The City of Edmonton strives to provide reasonable access and accommodations throughout the application and selection process. If you would like to request an accommodation at any stage of the process, please contact .

Up to 1 Permanent Full-Time position

Hours of Work: 33.75 hours per week, Monday to 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: $23.664 - $ 29.385 (Hourly, $41,690.050 - $51,769.020 (Annually)

Talent Acquisition Consultant: KA/RA

City of Edmonton