Administrative Clerk

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

Job summary

The City of Edmonton is seeking an organized and motivated Administrative Clerk to join the Transportation Infrastructure Delivery team. The role involves providing comprehensive support to the Director, managing various administrative tasks, and ensuring effective communication within the team. Ideal candidates will have strong multitasking abilities and experience in a diverse administrative environment. This full-time position offers a dynamic work environment with opportunities for growth.

Qualifications

• Minimum of 2 years of diversified administrative experience.
• Experience with summarizing and preparing required material including minutes.

Responsibilities

• Provide support to the Director, responding to inquiries and organizing meetings.
• Coordinate various administrative services including office management and travel coordination.
• Document management in accordance with records management procedures.

Skills

Excellent proofreading skills

Time management

Verbal communication

Written communication

Decision making

Ability to plan

Education

Completion of the twelfth school grade

Certificate program from an approved business school

Tools

SAP

Google suite

Adobe Acrobat

MS Office

Job description

Integrated Infrastructure Services is looking for an organized and motivated Administrative Clerk,with excellent multitasking capabilities to join the Transportation Infrastructure Delivery team.

This position requires collaborative teamwork as part of a greater administrative team within the Branch and independent decision making regarding the diverse and varied duties and assignments.

Additionally, this position must demonstrate priority in supporting the core needs of the Director, providing support on critical and time sensitive matters, calendar scheduling, maintaining business area priorities and organization, while demonstrating sound judgment.

What will you do:

• Provide support to the Director, responding to telephone, e-mail and/or in person inquiries, taking messages, organizing meetings and taking minutes etc.
• Provide and/or coordinate the various administrative services including: coordination of telephony coordinator duties; office management; credit card reconciliation, create purchase orders; directory updates; office supplies orders; risk management claims, travel coordination, Safety Data Management System (SDMS) administration, monitoring and actioning section inbox
• Provide administrative support in onboarding new staff hires ("log on" ID, system access, directory updates), workstation set-up etc; submit or coordinate building maintenance requests as per corporate procedures
• Provide assistance in the administration/records management including staff vacation schedules, EDO's and other office related administrative duties; provide assistance in the use of core business applications as well as maintaining office equipment and supplies (fax, printers, photocopiers etc.)
• Document management in accordance with Corporate/Departmental records management procedures/standards while adhering to FOIP requirements
• Manage the flow of incoming/outgoing correspondence, including ensuring documents/records are properly inserted and recorded executive and POSSE procedures
• Provide liaison between the Directors' offices, to the Branch and Deputy City Manager’s offices as required
• Create and format various documents (presentations, memos, letters, reports, inquiries etc.) to develop professional presentations and/or published reports
• 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 is completed
• Provide administrative support for the on-going functioning and maintenance of the area

Qualifications

• Completion of the twelfth (12th) school grade including business subjects related to data entry or completion of an appropriate certificate program from an approved business school/college
  
• A minimum of 2 years of diversified administrative experience including general office procedures

Skills required for success:

• Experience with SAP, Google suite of applications (Docs, Sheets, Slides, Drive etc.) and Adobe Acrobat; working knowledge of MS Office
  
• Knowledge of City of Edmonton policies and procedures, Integrated Infrastructure Services and branch lines of business
  
• Ability to plan, coordinate work assignments
  
• Excellent proofreading skills (grammar, punctuation, spelling) with a high level of accuracy
  
• Ability to make decisions in accordance with established policies and procedures
  
• Experience with summarizing and preparing 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
  
• Must ensure documents follow and conform to City of Edmonton formats
  
• Excellent time management and verbal and written communication skills
  
• Proven ability to effectively handle sensitive information using discretion
  
• Alignment to our Cultural Commitments and Leadership Competencies
  
• Embracing a culture of equity, diversity, reconciliation and inclusion
  
• Applicants may be tested

Work Environment:

• 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 permanent full-time position

Hours of Work: 33.75 hours per week, Monday - Friday

Salary:$25.172 - $31.257 (Hourly); $44,346.770 - $55,067.020 Annually

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: May 13, 2025
Closing Date: May 23, 2025 11:59:00 PM (MDT)
Number of Openings (up to): 1 - Permanent Full-time
Union: CSU 52
Department: Integrated Infrastructure Services
Work Location(s): 13th Floor Edmonton Tower, 10111 104 Avenue Edmonton T5J 0J4