Job Number: 47137
At the City of Edmonton - City Operations, we strive to help our people achieve their professional and personal goals through an inclusive environment that values everyone’s contributions, appreciates diversity of thought, fosters growth and provides continuous opportunities for development.
We strive to help our people achieve their professional and personal goals through an inclusive environment that values everyone’s contributions, appreciates the diversity of thought, fosters growth and provides continuous opportunities for development.
Reporting to the Director of the Planning & Scheduling section of Edmonton Transit Service (ETS), you will be responsible for providing a broad range of clerical and administrative services in support of the day-to-day needs of the section. 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. You will provide some administrative support to the Business Integration & Workforce Development section and the Edmonton Transit Service Advisory Board (ETSAB). Your success will be measured by your ability to stay organized, effective time management, reliability by other team members and customer service.
You will use your superior organization skills to:
- Manage section responses to customer and Council inquiries (generated through the CACTIS and Posse systems)
- Manage the Directors’ calendars, including proactively resolving conflicts and coordinating meeting appointments
- Provide and/or coordinate the various administrative services including preparing and processing invoices and staff expense claims
- Provide support for meeting scheduling, booking meeting space and arranging logistics (catering, technology, meeting materials etc)
- Review payroll records and timesheets to ensure accuracy
- Order office stationery and other required office supplies
- Represent the 15th floor and interact with the property manager as needed
- Create requisitions, network numbers, invoice service entries and creating Cheque Requisitions in SAP (the city's financial system)
- Provide administrative support to ETSAB and the board’s monthly meetings
- Manage meeting logistics, prepare and email meeting notifications and agendas, record and distribute minutes and follow-up to ensure work/action items assigned at meetings are completed
- Perform other administrative tasks as required
Qualifications:
- Completion of the twelfth (12th) school grade including business subjects with an emphasis on general office practices, or completion of an appropriate certificate program from an approved business school/college
- A minimum of 2 years progressively responsible and diversified office administration experience including preparing responses to public inquiries, preparing various documents and correspondence, maintaining filing systems, taking meeting minutes, calendar management, meeting coordination and logistics, preparing and processing invoices and expense claims
- Experience creating meeting agendas, preparing meeting materials and taking meeting minutes
- Customer service focused with the ability to handle various inquiries and maintain effective working relationships within a multidisciplinary team
- Accurate data entry skills to produce high-quality information
- Excellent skills with grammar, punctuation and spelling, with a high level of accuracy, ensuring documents conform to City of Edmonton formats
- Knowledge of processes involved in booking meetings, catering, and confirming event details with clients
- Advanced proficiency with Microsoft tools, Google applications, POSSE, and SAP
- Proficiency in SAP Purchasing is an asset
- Excellent time management and organizational skills, with the ability to manage multiple priorities within tight deadlines
- Excellent communication and interpersonal skills, with ability to work in a team environment and build relationships with internal and external stakeholders
- Must exercise effective conflict resolution skills
- Must be able to adapt to and receive instruction from multiple individuals
- Must be able to work independently with minimal supervision
- The successful candidate will be required to work one evening a month (generally a Monday), in support of the Edmonton Transit Service Advisory Board (ETSAB) meetings
- 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
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: https://bit.ly/3hd2d95.
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 [email protected].
Up to 1 permanent full-time position
Hours of Work: 40 hours per week (Monday- Friday; some evening work may be required
Salary: $22.361 - $27.765 (Hourly); $46,689.770 - $57,973.320 (Annually)
Talent Acquisition Consultant: SL/MZ
Classification Title: Clerk II - 8 Hours
Posting Date: Sep 12, 2023
Closing Date: Sept 26, 2023 11:59:00 PM (MDT)
Number of Openings (up to): 1 - Permanent Full-time
Union : CSU 52
Department: Edmonton Transit Service
Work Location(s): 15th Floor Edmonton Tower, 10111 104 Avenue Edmonton T5J 0J4
