Administrative Support Clerk - Revised

The City of Edmonton is seeking a highly organized and detail-oriented individual to fill the role of Administrative Support Clerk within the Fire Rescue Services (EFRS) Community Safety and Risk, Fire Prevention and Education department. This position will provide administrative support to the Assistant Deputy Chief, Fire Marshal, and Assistant Fire Marshals, ensuring the smooth day-to-day operation of the area.

As an integral part of the EFRS team, the Administrative Support Clerk will manage a broad range of clerical and administrative tasks. This includes managing correspondence, coordinating meetings, processing financial information, and providing support to various staff members. The successful candidate will have a strong ability to multitask, prioritize work effectively, and maintain a high level of accuracy in a fast-paced environment. This role requires excellent communication and interpersonal skills, as well as a commitment to providing exceptional customer service.

What will you do?

• Provide administrative support to the Assistant Deputy Chief, Fire Marshal, and Assistant Fire Marshals, including managing correspondence, scheduling meetings, and preparing reports.
• Manage the flow of incoming and outgoing correspondence, ensuring that documents are recorded and managed according to policy and procedures.
• Process financial information, including monthly billing and expense reports.
• Process invoices and create Purchase Orders in the financial system (SAP); manage authorization process and submission to Accounts Payable.
• Track and follow up on rejected transactions or missing information.
• Manage incoming requests for the release of documents, ensuring compliance with relevant laws, regulations, and organizational policies.
• Collaborate effectively with stakeholders to ensure compliant and efficient routine disclosure, as well as redacting confidential or sensitive information as needed.
• Maintain records of all requests and disclosures.
• Coordinate meetings and events, including booking venues, preparing agendas, and taking minutes.
• Provide support to other staff members as needed, including assisting with projects and covering for absences.
• Monitor and coordinate various administrative support services for the unit, including: coordination of telecommunications, directory updates, stationary/office supply orders, transcription and other related tasks.
• Other duties as assigned.

Qualifications

• Completion of Grade 12, including business subjects related to word and information processing, or completion of an appropriate certificate program from an approved business school/college.
• Minimum of two (2) years of progressively responsible and diversified work/information processing experience OR Minimum of two (2) years of progressively responsible and diversified data entry experience, including general office procedures.

Assets:

• Experience working in a Fire Rescue Services environment.
• Experience with managing and responding to requests for routine disclosure.
• Experience working with City enterprise applications such as SAP, Ariba, etc.
• Knowledge of City of Edmonton policies and procedures.

Skills required for success:

• Strong organizational and time management skills with the ability to set priorities while dealing with a wide variety of concurrent tasks and competing deadlines.
• Strong interpersonal skills, including the ability to interact with internal and external stakeholders with tact and professionalism.
• Excellent written and verbal communication skills, including the ability to prepare clear and concise reports and correspondence.
• Proficiency in the use of Google Suite and other office software applications.
• Ability to work independently and as part of a team, with a high degree of initiative and self-motivation.
• Ability to maintain confidentiality and discretion in handling sensitive information.
• Ability to build and maintain relationships with a variety of internal and external stakeholders.
• Alignment to our Cultural Commitments and Leadership Competencies.
• Embracing a culture of equity, diversity, reconciliation, and inclusion.

Conditions of Employment:

• Hire is dependent on a Criminal Records Check (CRC) security clearance that is satisfactory to the City of Edmonton and is a requirement of this position. There may be a cost associated with this requirement.

Work Environment:

• Note: This position may be eligible for a hybrid work arrangement with the flexibility to work from both home and the worksite as per the Letter of Understanding between the City of Edmonton and Civic Service Union 52.
• 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 employment@edmonton.ca. Learn more about our benefits https://bit.ly/COEbenefits.

Up to 2 Permanent full-time positions

Hours of Work: 33.75

Salary Range: $25.172 - $31.257 Hourly $44,3416.770 - $55,067.020 Annually

Talent Acquisition Consultant: PC/MM

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

Classification Title: Clerk II

Posting Date: Apr 22, 2025

Closing Date: Apr 27, 2025 11:59:00 PM (MDT)

Number of Openings (up to): 2 - Permanent Full-time

Union: CSU 52

Department: Community Services

Work Location(s): Station 42 (Fire), 10565-105 Street Edmonton T5H 2W8