New job Administrative Assistant in Alberta
Administrative Assistant
Company : City of Edmonton
Salary : $27.76 - $34.78 an hour
Location : Alberta
Full Description
The Administrative Assistant (AA) acts as the information hub and first point of contact for the Branch Manager’s office. In this diverse senior level position, the AA 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.
- 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 2-4 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
- 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
- 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
- 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
- Strong organization skills with exceptional customer service, interpersonal and teamwork abilities
- Ability to identify enhancements and recommend modifications to systems, policies and procedures
- Excellent written and oral communication skills
- Possess a clear understanding of the Department and Branch’s position on various sensitive issues and maintain confidentiality
- Demonstrated ability to achieve results in the context of a respectful, inclusive and service-minded style
- Embrace the Cultural Commitments of Safe, Helpful, Accountable, Integrated and Excellent, and foster an environment that encourages others to do the same
- Demonstrate the key behaviours and attributes of the City’s six leadership competencies: Courage, Inclusivity, Values-Based Influencer, Collaborative Networker, Systems Thinker and Creative Innovator
- 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].
COVID-19 Notice: The City of Edmonton has implemented a COVID 19-Vaccination Policy. Employees must be fully vaccinated against COVID-19 and provide proof of vaccination. Employees who cannot be fully vaccinated on the basis of a protected legal ground (e.g. medical, religious) may request an exemption. Please note that this policy applies to all employees, including new hires, and volunteers. If your application is successful, you will be asked to provide proof of vaccination or request an exemption.
For more information, please refer to our COVID-19 Vaccination Policy (bit.ly/3lKwb6j) and COVID-19 Vaccination Procedure (bit.ly/39BICMt).
Up to 1 permanent full-time position
Hours of Work: 40 hours per week
Salary: $27.765 - $34.784 (Hourly); $57,973.320 - $72,628.990 (Annually)
Talent Acquisition Consultant: VL/JB