Word/Data Processing Clerk III - EOW Branch Administrative Clerk

City of Edmonton; Edmonton; On-site; CAD 60,000 - 75,000; Full time

Job summary

The City of Edmonton is seeking a highly organized administrative professional to support the Director i/c Employee & Organizational Wellness Branch, the Police Chaplain, and section heads within the Branch.

40 hours/week, temporary position ending by April 30, 2027. Responsibilities include calendar management, minutes, budgeting, travel arrangements, and processing various administrative tasks with SAP, ARIBA, and Excel proficiency.

Qualifications

• Completion of grade twelve including business subjects or certificate program.
• 3+ years supervisory and diversified word/information processing experience.
• 3+ years administrative support in a unionized environment.
• Advanced skills in Excel, Teams, and Microsoft Office tools.
• Ability to follow policies, maintain complex records, and prepare reports.
• Ability to perform arithmetic quickly and accurately.

Responsibilities

• Manage daily calendar and schedule meetings.
• Track expenditures on the Branch financial spreadsheet.
• Take and transcribe minutes for Bi-weekly and Quarterly meetings.
• Maintain scheduling spreadsheets and process weekly pay attendance.
• Coordinate course/conference registrations, hotels and flights.
• Process invoices, leaves, and various reimbursements for the Branch.
• Prepare funeral/memorial notifications and support chaplain duties.
• Coordinate Enhanced Security Clearance checks and create new files.
• Track client sessions and process extension requests as needed.
• Assist with administration of counselling network and ARIBA invoices.

Skills

Interpersonal skills

Organizational skills

Time management

Budget acumen

Education

Grade 12 or equivalent with business subjects

Tools

Excel

Teams

Microsoft Office

SAP

ARIBA

Data gathering

Job description

This posting is for one (1) full-time Temporary position ending on or before April 30, 2027.

The Edmonton Police Service is seeking a highly organized and competent individual to provide administrative support to the Director i/c Employee & Organizational Wellness Branch, as well as the Police Chaplain, On-call Chaplains, and Section Heads within the Branch. The position is responsible for ensuring the effective and efficient operation of EOW Branch. It requires excellent interpersonal, organizational, time management, financial and budget acumen, and multi-tasking skills.

• Assist with managing daily calendar and setting up meetings.
• Track of day-to-day expenditures on the Branch financial spreadsheet which correlates with the monthly financial variance reports.
• Take and transcribe minutes from the Bi-weekly Section Head Meetings and Quarterly Branch Meetings. Monitor the status of executive tracking sheets and briefing notes for divisional or executive approval.
• Maintain the CD/Vacation Scheduler, and process weekly pay attendance records. Coordinate course/conference registrations, hotels and flight bookings.
• Maintain the Discretionary and Administrative Leaves spreadsheet and process emails to Pay and Benefits once those leaves are approved by the Director.
• Process standby-pay forms, temporary acting appointments, membership renewals, petty cash reimbursements, car allowance claims, and monthly VISA statements for the Branch.
• Prepare and distribute funeral/memorial notification to Divisions and Corporate Communications on any serving or retired EPS members who have deceased.
• Provide administrative duties for the Chaplain and On-call Chaplains, consisting of processing monthly invoices for services provided, preparing bereavement cards for signature, arranging catering for ASIST Workshops, and distribution of Certificates upon completion of the course.
• Perform other related administrative duties required by the Section Heads within the Branch.
• Arrange interviews for potential new psychologists for the EPS Provider Network Program.
• Coordinate the required paperwork to process the Enhanced Security Clearance checks.
• Create new files submitted from psychologists.
• Track the number of sessions for each client and process extension requests when needed.
• Additional responsibilities for the administration of the preferred counselling network including building a relationship with providers, setting up files and tracking information. Processing invoices via ARIBA.
• Expertise with Excel and proficiency in SAP, ARIBA, Data Gathering would be considered an asset.
• Regular communication by email or phone with psychologists with respect to status of extension requests, general inquiries, and/or when to use Alberta Blue Cross Benefits.
• Compile stats in relation to usage and costs of psychological services when requested.
• In the absence of the HR Administrative Assistant, provide support to the Executive Director i/c HRD and the Director i/c HR Legal Services and Counsel, when needed.

Qualifications

• Completion of grade twelve (12) including business subjects related to word and information processing and training in microcomputer applications or completion of an approved certificate program. A minimum of three (3) years of progressively responsible supervisory and diversified word and /or information processing experience.
• A minimum of three (3) years’ experience providing administrative support in a unionized environment.
• Advanced skills in Excel, Teams, and all Microsoft office tools
• Ability to make decisions in accordance with established policies and procedures.
• Ability to maintain complex records and to prepare reports from same.
• Ability to make arithmetical calculations rapidly and accurately.
• Ability to understand and execute oral and written instructions.
• Ability to deal courteously with the public, external vendors, and other business contacts.

Hours of Work

40 hours per week, Monday - Friday. Hours of work may be subject to the terms and conditions of a variable hours of work program.

Salary Range

21B, Salary Grade 013, $28.64 - $35.92 (Hourly), $2,291.80 – $2,873.80 (Bi-weekly), $59,814.94 – $75,005.14 (Annually)

General

• The City of Edmonton thanks applicants for their interest in this opportunity. Candidates considered for the position will be contacted.
• Applicants may be tested.
• As part of your pre-hire screening you will be required to complete an Enhanced Security Clearance. Should you accept employment with the Edmonton Police Service you acknowledge and agree to participate in future Enhanced Security Re-Clearances at scheduled intervals or in any other circumstances, exigent or otherwise as required by Human Resources Division.

We are an equal opportunity employer.

We welcome diversity and encourage applications from all qualified individuals.

Applicants who have completed post secondary education outside of Canada are encouraged to obtain an assessment of their credentials through the International Qualifications Assessment Service (IQAS), https://www.alberta.ca/international-qualifications-assessment.aspx or another recognized Canadian credential evaluation service. For a list of designated evaluators, please visit the Alliance of Credential Evaluation Services of Canada, https://canalliance.org/en/default.html. Including an IQAS certificate or other credential assessment certificate from a recognized Canadian credential evaluation service with your application is recommended to support the evaluation of the applicant’s educational qualifications.

The Province of Alberta is a party to the Federal Agreement on Internal Trade, the Trade, Investment and Labour Mobility with British Columbia and the New West Partnership Trade Agreement with British Columbia and Saskatchewan. All of these agreements promote labour mobility between the Provinces. Applicants may obtain information regarding recognition of extra provincial credentials at www.newwestpartnershiptrade.ca.

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

HR Technician: KJ