Job Description

We are seeking a highly motivated and skilled Administrative Clerk to join our dynamic team in the Infrastructure Delivery Branch. In this role, you will be a vital partner to the Director, Facilities Infrastructure and the section, providing comprehensive administrative support and ensuring the smooth operation of the branch.
You will have the opportunity to collaborate with a talented team of administrative professionals, contribute to key projects, and play an essential role in the success of the department.
This is more than just an administrative role; it's a chance to be a key player. You'll be at the heart of the action, directly supporting the Director and contributing to the efficiency of the entire branch.
What will you do?:
Provide the various administrative services including: coordination of telecommunications; directory updates; stationery orders; and corporate procurement card transactions/review/approval
Coordinate administrative support in the setup 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 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
Assist in the administration/records management of staff vacation schedules, EDO's and other HR-related administrative duties; assist in the use of core business applications as well as maintaining office equipment and supplies (fax, printers, photocopiers etc.)
Assist in compiling data and preparing reports, project management documentation, and preparing documentation to support business processes, implementation, and continuous improvement
Create and maintain files and/or scanning and filing documents in accordance with Corporate/Departmental records management procedures/standards
Ensure document management, retention, disposition and distribution adhere to Access to Information Act (ATIA) requirements.
Manage the flow of incoming/outgoing correspondence, including ensuring documents/records are properly inserted and recorded in the POSSE application
Work 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, the Branch and Deputy City Manager's offices as required
Format various documents (memos, letters, reports, inquiries etc.) and enter and format project reports and documents in the appropriate applications required for publishing or other electronic formats to develop professional presentations and/or published reports
Proofread reports and publications for accuracy, quality and consistency with department and city standards
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 are completed
Perform other duties as assigned
Qualifications
Completion of the twelfth (12th) school grade, including business subjects related to word and information processing or completion of an appropriate certificate program from an approved business school/college
A minimum of two (2) years of diversified word and information processing experience. Experience with Microsoft Office Suite, and Google (Mail, docs, sheets etc) are required
Knowledge of City departments and processes; HR and payroll processes; and some union policies
Skills required for success:
Considerable knowledge of general office management
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 per established policies and procedures
Ability to summarize and prepare required material, including minutes of meetings
Ability to assist in data collection, organization, and basic analysis for reporting purposes.
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
Advanced skills in the Google suite of applications (Docs, Sheets, Slides, Drive etc.) and Adobe Acrobat; working knowledge of MS Office
Experience working with SAP, SAP Ariba,Peoplesoft and SDMS (Safety Data Management System)
Excellent proofreading(grammar, punctuation, spelling) and data entry skills with a high level of accuracy
Must ensure documents follow and conform to the City of Edmonton formats
Excellent time management and verbal and written communication skills
Proven ability to effectively handle sensitive information using discretion
Alignment to our
Embracing a Culture of equity, diversity, reconciliation and inclusion
Applicants may be tested
Assets:
Proficiency with Google Looker Studio
Work Environment:
This position ?may be eligible for a hybrid work arrangement ?with ?the flexibility to work from both home and the worksite?.
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.
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 permanent full-time position
Hours of Work: 33.75 Hours Weekly
Salary Range: $25.864 - 32.117 Hourly/ $45,565 - $56,582 Annually
Talent Acquisition Consultant: AO / MM
Edmonton rests in the heart of Treaty Six territory in Alberta and the homelands of the Metis Nation.

Skills Required