Job Description

Integrated Infrastructure Services is looking for an organized and motivated individual(s) with excellent multitasking capabilities to join the Yellowhead Trail Portfolio team.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. Additionally, this position must demonstrate priority in supporting the core needs of the Director, providing support on critical and time sensitive matters, calendar scheduling, maintaining business area priorities and organization.What will you do:

• Provide support to the Director, responding to telephone, e-mail and/or in person inquiries, take messages, organize meetings and take minutes etc.
• Provide and/or coordinate the various administrative services including: coordination of telecommunications; directory updates; stationery orders; 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 office equipment and supplies (fax, printers, photocopiers etc.)
• Create and maintain files and/or scanning and filing documents in accordance with Corporate/Departmental records management procedures/standards ensuring document management, retention, disposition and distribution adhere to FOIP 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, to the Branch and Deputy City Managers offices as required
• Create and format various documents (presentations, 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
• 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
• Provide administrative support for the on-going functioning and maintenance of the area

Qualifications

• Completion of the twelfth (12th) school grade including business subjects related to data entry or completion of an appropriate certificate program from an approved business school/college
• A minimum of 2 years of diversified data entry experience including general office procedures

Skills required for success:

• Experience with SAP, SIRE, Google suite of applications (Docs, Sheets, Slides, Drive etc.) and Adobe Acrobat; working knowledge of MS Office
• Knowledge of City of Edmonton policies and procedures, Integrated Infrastructure Services and branch lines of business
• Ability to plan, coordinate work assignments
• Excellent proofreading skills (grammar, punctuation, spelling) with a high level of accuracy
• Ability to make decisions in accordance with established policies and procedures
• Experience with summarizing and preparing required material including minutes of meetings
• 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
• 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

Conditions of Employment:

• Hire is dependent upon a Police Information Check satisfactory to the City of Edmonton

Work Environment:

• Embrace the

of Safe, Helpful, Accountable, Integrated and Excellent, and foster an environment that encourages others to do the same * 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 positionHours of Work: 33.75 hours per week, Monday - FridaySalary: $25.172 - $31.257 (Hourly); $44,346.770 - $55,067.020 AnnuallyTalent Acquisition Consultant: KA/JF

City of Edmonton