Administrative Clerk

City Of Edmonton; Edmonton; On-site; CAD 44,000 - 56,000; Full time

Job summary

The City of Edmonton is seeking an Administrative Clerk for its Infrastructure Delivery Branch. This full-time position will involve administrative services such as coordination, document management, and providing support to the Director. Candidates should possess knowledge of office management, HR processes, and experience with Microsoft Office and Google applications. This role offers a chance to be at the heart of operations and contribute to the efficiency of the branch.

Benefits

Hybrid work arrangement possible

Qualifications

• Minimum of two (2) years of diversified word and information processing experience.
• Knowledge of HR and payroll processes.
• Advanced skills in Google suite and MS Office.

Responsibilities

• Provide various administrative services including telecommunications coordination.
• Manage incoming and outgoing correspondence and maintain records.
• Assist in the administration of HR-related duties.

Skills

Office Management

Documentation Management

Time Management

Communication

Education

Completion of twelfth (12th) school grade

Completion of appropriate certificate program

Tools

Microsoft Office Suite

Google Workspace

SAP

Job description

We are seeking a highly motivated and skilled Administrative Clerk to join our dynamic team in the Infrastructure Delivery Branch. In this role, you will be a vital partner to the Director and the Quality Assurance and Technical services section, providing comprehensive administrative support and ensuring the smooth operation of the branch.

You will have the opportunity to collaborate with a talented team of administrative professionals, contribute to key projects, and play an essential role in the success of the department.

This is more than just an administrative role; it's a chance to be a key player. You'll be at the heart of the action, directly supporting the Director and contributing to the efficiency of the entire branch.

What will you do?

• Provide the various administrative services including: coordination of telecommunications; directory updates; stationery orders; and corporate procurement card transactions/review/approval
• Coordinate administrative support in the setup of new staff hires ("log on" ID, system access, directory updates), workstation set-up etc; submit or coordinate building maintenance requests as per corporate procedure
• Send test reports, provide time entry support during busy construction seasons, and manage building inquiries
• Provide support to the Director, responding to telephone, e-mail and/or in person inquiries, take messages, organize meetings etc.
• Manage the flow of incoming and outgoing correspondence, ensuring that documents are recorded and managed according to policy and procedures
• Assist in the administration/records management of staff vacation schedules, EDO's and other HR-related administrative duties; assist in the use of core business applications as well as maintaining office equipment and supplies (fax, printers, photocopiers etc.)
• 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
• Manage the flow of incoming/outgoing correspondence, including ensuring documents/records are properly inserted and recorded in the POSSE application
• Work with the department Records Management Coordinator, 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, the Branch and Deputy City Manager’s offices as required
• 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, follow-up to ensure work/action items assigned at meetings are completed
• Perform other duties as assigned

Qualifications

• Completion of the twelfth (12th) school grade, including business subjects related to word and information processing or completion of an appropriate certificate program from an approved business school/college
• A minimum of two (2) years of diversified word and information processing experience. Experience with Microsoft Office Suite, and Google (Mail, docs, sheets etc) are required
• Knowledge of City departments and processes; HR and payroll processes; and some union policies

Skills required for success:

• Considerable knowledge of general office management
• Knowledge of City of Edmonton policies and procedures
• General knowledge of Integrated Infrastructure Services and branch lines of business
• Ability to plan, and coordinate work assignments
• Ability to make decisions per established policies and procedures
• Ability to summarize and prepare required material, including minutes of meetings
• 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
• Advanced skills in the Google suite of applications (Docs, Sheets, Slides, Drive etc.) and Adobe Acrobat; working knowledge of MS Office
• Experience working with SAP, SAP Ariba, Peoplesoft, and SDMS (Safety Data Management System)
• Excellent proofreading(grammar, punctuation, spelling) and data entry skills with a high level of accuracy
• Must ensure documents follow and conform to the City of Edmonton formats
• Excellent time management and verbal and written communication skills
• Proven ability to effectively handle sensitive information using discretion
• Applicants may be tested
• Alignment to our Cultural Commitments and Leadership Competencies
• Embracing a culture of equity, diversity, reconciliation and inclusion
• Applicants may be tested

Assets:

• Proficiency with Google Looker Studio

Conditions of employment:

• Ability to arrange for transportation to the Engineering Services Building, which has limited access by city transit

Work Environment:

• This position may be eligible for a hybrid work arrangement with the flexibility to work from both home and the worksite
• 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

The City of Edmonton values applicants with a diverse range of skills, experiences and competencies, and encourages you to apply. We strive to provide reasonable access and accommodations throughout the recruitment process. To request an accommodation, please contact [e-mail]. Learn more about our benefits.

Up to 1 Temporary, Full-time position , for up to 11 months,in accordance with Article 18.02 of the Collective Agreement

Hours of Work: 33.75 Hours Weekly

Salary Range: $25.172 - 31.257 Hourly; $44,346 - $55,067 Annually

Salary ranges are in the process of being updated in accordance with the recently ratified collective agreement between the CSU 52 and will be forthcoming shortly.

Talent Acquisition Consultant: AO / MM

Edmonton rests in the heart of Treaty Six territory in Alberta and the homelands of the Metis Nation.

Classification Title: Word/Data Processing Clerk II
Posting Date: Jun 19, 2025
Closing Date: June 26, 2025 11:59:00 PM (MDT)
Number of Openings (up to): 1 - Temporary Full-time
Union: CSU 52
Department: Integrated Infrastructure Services
Work Location(s): Engineering Services Building, 11004 190 Street NW Edmonton T5S 0G9