Administrative Assistant

Join Our Team as an Administrative Assistant!

Are you ready to be the heartbeat of our Branch Managers office? Were seeking a dynamic individual to fill the crucial role of Administrative Assistant, where youll serve as the central point of contact and information hub.

In this diverse senior level position, the Administrative Assistant is expected to maintain an in-depth knowledge of branch priorities in order to effectively manage timelines and coordinate the Branch Manager’s business schedule. This role manages the administrative support for the Office of the Branch Manager and stewards the consistent application of administrative processes/procedures across the branch.

What will you do?

• Provide support to the Branch Manager: manage calendar, prepare agendas, draft correspondence, book meetings (including facility arrangements, catering etc.)
• Attend meetings chaired by the Branch Manager as required; prepare meeting materials/background information and agendas; and take, prepare and distribute minutes
• Prepare and share working documents such as branch/department/Council memos, council reports,and background material for meetings
• Advise the Branch Manager of the status of initiatives taken in resolving issues requiring Deputy City Manager involvement and monitor the progress of directives issued until required action is complete
• Maintain and monitor an accurate and timely list of action items to alert the Directors/Supervisors of deadlines on action items
• Liaise and exchange information with administrative staff of other senior offices
• Oversee and coordinate FOIP requests, responses to councillor and 311 inquiries
• Assign routine requests for information to the appropriate Branch staff
• Lead the development of office principles of procedures, systems and procedures in compliance with Corporate policies, procedures, and guidelines
• Assist Strategic Coordinator in monitoring performance reporting such as HR, budget, travel and training costs, projects
• Coordinate administrative functions for the Branch Manager’s office and the Branch leadership team
• Maintain branch staff contact information in conjunction with the other administrative staff within the branch
• Supervise 1-4 clerical staff responsible for the overall administrative functions for all branch staff; including performance coaching, check-ins and reviews, and full cycle human resources
• Undertake special projects as assigned from either the Branch Manager, Directors, or Strategic Coordinator
• Assist all Branch Directors as necessary
• Perform other related duties as required

• Completion of the 12 school grade including business subjects with emphasis on word and information processing or completion of an appropriate administrative professional certificate program from an accredited business school/college
• Minimum of 4 years progressively responsible, diversified administrative experience in a fast-paced, highly political office setting dealing with upper management

Assets:

• Previous supervisory experience, including staff performance management and delegation of duties
• Experience working with management positions, with the ability to maintain and influence relationships without having a formal level of authority over others

Skills required for success:

• Demonstrated computer competency is required including advanced skills and experience in Google applications and knowledge.
• Ability to gain proficient experience using city systems such as Posse, ARIBA, SAP, PeopleSoft, etc
• Knowledge of FOIP legislation and ability to process FOIP requests in conjunction with the FOIP office
• Familiarity with the City’s policies, procedures, and formats
• Demonstrated ability to deal with politically sensitive issues and confidential information with a high degree of judgement and discretion
• Exceptional prioritization skills, including the ability to exercise sound judgement and make independent decisions
• Must be highly self motivated and produce quality, error-free work in a fast-paced environment
• Excellent organization skills with exceptional customer service, interpersonal and teamwork abilities
• Demonstrated ability to identify enhancements and recommend modifications to systems, policies and procedures
• Excellent written and verbal communication skills
• Possess a clear understanding of the Department and Branch’s position on various sensitive issues and maintain confidentiality
• Alignment to our Cultural Commitments and Leadership Competencies (https://bit.ly/4brRrXm)
• Embracing a culture of equity, diversity, reconciliation and inclusion
• Applicants may be tested

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.

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 employment@edmonton.ca. Learn more about our benefits https://bit.ly/COEbenefits

Up to 1 temporary full-time position for up 11 months

Hours of Work: 40 per week, Monday to Friday

Salary Range: $29.534 - $37.001 (Hourly); $61,666.990 - $77,258.090 (Annually)

Talent Acquisition Consultant: RD/JF