Administrative Assistant I

The Administrative Assistant (AA) acts as the information hub. 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 Branch Leadership and stewards the consistent application of administrative processes and procedures across the section.

The Administrative Assistant maintains great attention to detail, managing and documenting a wide variety of administrative tasks. This includes being responsible for administrative activities associated with day-to-day management of the Branch Managers Offices such as managing workflow, calendar management, setting up branch meetings, completing minutes and other documents. The position must also manage multiple deadlines across competing priorities, each with their own unique challenges, depending on the type and issue. Time management and prioritization is critical in order to provide timely and accurate support to the Branch Manager and the team.

This role exercises professional judgment and initiative to ensure that deadlines are met, action items are assigned appropriately and politically sensitive issues are brought to the attention of leadership. Your ability to adapt to changing priorities and manage multiple tasks through exceptional organizational and prioritization skills will assist you in meeting deadlines in this fast-paced work environment.

You will demonstrate proficiency with Google Applications to ensure that the day-to-day administrative duties, such as tracking and managing workflow, e-mail and calendar scheduling, are completed efficiently and effectively.

With a Focus On The City Of Edmonton’s Cultural Commitments To Safe, Helpful, Accountable, Integrated And Excellent, You Will

Your success will be measured by your ability to achieve timely results in the context of a respectful, inclusive and service-minded style.

• Provide administrative support to the Branch Manager and coordinates administrative functions for the Branch Manager’s office and the Branch leadership team
• Compile relevant background material required for meetings, including preparing templates and briefing binders
• Take initiative in dealing directly with work situations or, in the Branch Manager’s absence, by managing and responding to inquiries and providing information to the Mayor’s Office, Office of the Councilors, Office of the City Manager, other internal departments, internal stakeholders, general public and other external stakeholders
• Attend meetings chaired by the Branch Manager; prepare meeting materials, background information and agendas
• Oversee and coordinate responses to public inquiries through email and POSSE
• Monitoring performance reporting (HR, budget, travel and training costs, projects, etc.)
• Undertake special projects as assigned by Branch Leadership
• Support on ILT Initiatives as assigned
• Coordinate branch manager office records transfers and requests, ensuring records and information management is in compliance with Corporate policies, procedures and guidelines
• Possess a clear understanding of the Department and Branch’s position on various sensitive issues and maintain confidentiality
• Schedule and organize the branch leadership team meetings and retreats, including facility arrangements, catering and preparation and distribution of agenda/minutes
• Financial management and Procurement support including processing invoices

Qualifications

Qualifications

• Completion of the twelfth (12th) school grade including business subjects with emphasis on general office practices or completion of an appropriate administrative professional certificate program from an approved business school/college.
• Minimum of four (4) years progressively responsible, diversified administrative experience in a fast-paced, highly political office setting dealing with upper management, and demonstrated computer competency. Previous supervisory experience, including staff performance management and delegation of duties, is an asset
• Experience in land development and/or Utility Operation would be considered an asset
• Advanced skills in Google applications, including Docs, Sheets, Sites, Drive, Gmail. Ideally knowledge of Real Estate and land development, SAP Ariba knowledge, Financial knowledge
• Demonstrate strong organizational skills, with the ability to be agile and flexible to manage multiple tasks, meet deadlines, prioritize work and adapt to changing priorities, technology and environment
• Well-developed communication skills including verbal, written, and presentation with the ability to summarize reports or other material and to compose effective and accurate correspondence
• Ability to work independently within established policies, procedures and department objectives
• Ability to make independent decisions relative to coordinating and assigning requests for action
• Ability to deal with confidential information on a routine basis with a high degree of judgment and discretion
• Ability to recognize politically sensitive issues and bring matters of priority to the attention of leadership
• Experience with POSSE and PeopleSoft and/or SuccessFactors
• 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
• 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: 33.75 hours per week Monday to 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: $29.385 – $36.808 (Hourly); $51,769.02 – $64,846.49 (Annually)

Talent Acquisition Consultant: HR/AB