City of Edmonton Looking for Administrative Assistant at Edmonton, Alberta, Canada Full Time

The Talent Management branch is looking for an Administrative Assistant to provide confidential direct support to the Branch Managers office. You will track and manage workflow that may include: e-mail (including confidential correspondence) and calendar; creating and managing a filing system for the Branch Manager which is consistent with City of Edmonton file management requirements, and coordinating various communications and deliverables for the Branch. Exercising a high degree of judgement and discretion while working with confidential, urgent, and sensitive issues will be essential to your success in this role.

Your success will be measured by your ability to achieve results in a respectful, inclusive and service-minded way.

With a focus on the City of Edmonton’s Cultural Commitments to Safe, Helpful, Accountable, Integrated and Excellent, you will:

• Manage the Branch Manager’s schedule by effectively and efficiently scheduling meetings; proactively obtaining and/or creating support materials and providing them to the Branch Manager in a timely manner
• Prepare, draft and edit Branch Manager confidential correspondence and documents
• Manage edits for Council Reports and distribute to appropriate leadership and staff in support of the Branch Manager
• Schedule and attend meetings, prepare agendas, take, prepare and distribute meeting minutes. Capture action items and follow-up on behalf of the leadership team as required
• Assign work or solicit input from the appropriate business areas on behalf of the Branch Manager
• Provide administrative support and coordinate core administrative functions to support the branch and the branch’s leadership team
• Participate more broadly with the Employee and Legal Services Services Division administrative assistants team to ensure coordinated, consistent services across the department. Provide back-up to other branches during absences
• Act as the branch liaison to the Chief People Officer’s Office in the processing of reports, correspondence and other formal and informal inquiries
• Oversee FOIP related matters for the Branch Manager’s Office
• Coordinate the day-to-day financial processing and audit monthly bills to ensure they are charged to correct cost centres
• Maintain Branch Manager confidential files including contracts, HR organizational data and documents
• Respond to inquiries by dealing with the issue or referring it for action / response as appropriate
• Perform other related duties as required

Qualifications:

• 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 four (4) years progressively responsible, diversified administrative experience in a fast-paced, highly political office setting
• Proven ability to plan, coordinate and supervise the work of staff
• Exceptionally strong decision making skills in accordance with established policies and procedures
• Experience with summarizing and writing/editing reports, briefing notes, letters, emails and minutes of meetings
• Excellent proofreading skills (grammar, punctuation, spelling) with a high level of accuracy – must ensure documents follow and conform to City of Edmonton formats
• Proven 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 time management and verbal and written communication skills
• Proven ability to effectively handle sensitive information using discretion
• Ability to make independent decisions relative to coordinating and assigning complex requests for actions
• Advanced skills in Google Applications, including Docs, Sheets, Sites, Drive, Gmail
• 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 Employment@edmonton.ca

1 temporary full-time position for up to 18 months

in accordance with Article 18.02 of the Collective Agreement

Hours of Work: 40 hours per week. Monday through Friday

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.

Salary Range: $27.765 – $34.784 (Hourly), $57,973.320 – $72,628.990 (Annually)

Talent Acquisition Consultant: [PL/SG]