Description:
Engineering Services, Infrastructure Planning and Design, is looking for an Administrative Clerk who will be primarily 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 and branch.
This position requires collaborative teamwork as part of a greater administrative team within the Infrastructure Planning and Design Branch and independent decision-making regarding the diverse and varied duties and assignments. While working with a specific section, you will also work collectively with the mindset of contributing to and meeting the overall needs of the Branch.
With a focus on the City of Edmonton’s Cultural Commitments to Safe, Helpful, Accountable, Integrated and Excellent, you will:
- Proactively provide support to the Director by responding to telephone, email and/or in-person inquiries, taking messages and organizing meetings, including agenda preparation, minutes, and maintaining a pending list of emergent tasks
- Provide and/or coordinate the various administrative services, including coordination of telecommunications using Remedy; directory updates; stationery orders; corporate procurement card transaction/review/approval, workstation set up, submit requests through Angus or Property Manager for building maintenance as required, tracking of a variety of staff information ordering of supplies and other related duties
- Manage the flow of incoming/outgoing correspondence, including ensuring documents/records are properly inserted and recorded in the POSSE and other document management application and according to policy and procedures
- 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 FOIP requirements
- 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’s offices as required
- Monitor online requests for searches of the Engineering Services Library. This includes requesting and receiving credit card payments for the search and any documents delivered,providing electronic copies of documents, and coordinating any documents that require a FOIP review
- 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 and follow-up to ensure work/action items assigned at meetings is completed
- Other related duties as required
Qualifications:
- Grade 12 or equivalent or higher, such as completion of an office administration certificate
- 2 years of diversified word and information processing experience, including experience and knowledge of general office practices and management
- Experience working with SAP, Remedy and Angus is an assetd
- Advanced skills in the Google Workplaces (Docs, Sheets, Slides, Drive etc.) and Adobe Acrobat are required
- Experience with document management systems is an asset.
- Excellent time management, including the ability to plan and coordinate work assignments
- Ability to make decisions in accordance with established policies and procedures
- Ability to independently solve problems and escalate when necessary
- Excellent verbal and written communication skills, including the ability to summarize and prepare various materials (such as meeting minutes)
- 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
- Excellent proofreading skills (grammar, punctuation, spelling) with a high level of accuracy
- Proven ability to effectively handle sensitive information using discretion
- Hire is dependent upon a Police Information Check satisfactory to the City of Edmonton
- 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’s Cultural Commitments, please visit edmonton.ca/our-culture
- Demonstrate the foundational competencies, key behaviours and attributes of the City’s six leadership competencies: Courage, Inclusivity, Values-Based Influencer, Collaborative Networker, Systems Thinker and Creative Innovator. For more information on the City’s leadership competencies, please visit edmonton.ca/our-culture
- Applicants may be tested