Administrative Support - Planning Coordination, Urban Planning and Economy

Are you a highly organized and detail-oriented administrative professional looking to support a team of planning professionals?

The City of Edmonton's Urban Planning and Economy Branch is looking for a dedicated and organized Administrative Support Clerk II to join the Planning Coordination team. In this role, you will be the main point of contact for administrative needs for the Director and Planning Coordination. You'll be part of a collaborative team, providing a wide range of clerical and administrative services to management, as well as to professional and technical staff. This position requires a blend of teamwork and independent decision-making to handle diverse and varied assignments, ensuring the smooth functioning of daily administrative tasks and the professional image of the team.

What will you do?

• Provide comprehensive administrative support, including managing calendars and emails, responding to inquiries, and organizing meetings and materials
• Coordinate and track council inquiries and reports, and format various documents such as Council Reports, Bylaws, and memorandums
• Manage document flow and records, ensuring proper filing, retention, and adherence to privacy regulations
• Handle financial and administrative tasks, including processing invoices through SAP Ariba, reconciling corporate credit card payments, and managing reimbursement requests
• Assist with onboarding new hires by coordinating logistical requirements like workspace setup and access credentials
• Support facility and asset management, including coordinating technology requests, managing inventory, and assisting with office maintenance
• Collaborate with other administrative team members across the Branch to develop efficient tools and processes
  
  
  

Qualifications:

• Completion of the twelfth (12th) school grade, including business subjects with emphasis on general office practices, or completion of an appropriate certificate program from an approved business school/college
• 2 years of diversified experience in general office environments and proficiency in formatting documents, maintaining records, meeting minute taking and preparation, and demonstrated skills in computer applications
  
  
  

Assets:

• Experience in applications used by the City is an asset (e.g. POSSE, SAP, Google products)
• Completion of an Administrative Professional program
  
  
  

Skills required for success:

• A key player in providing a wide range of clerical and administrative services to our management, professional, and technical staff. You'll be the go-to person for everything from managing documents to supporting the Director
• Proactive organizer who can manage correspondence, maintain detailed records, and assist with onboarding and offboarding
• Exceptional time management skills, including prioritization, planning, and scheduling,
• Strong communication skills, for drafting emails, taking messages, and conveying information clearly
• High level of attention to detail to ensure accuracy and thoroughness in all work
• Ability to exercise initiative and good judgment when handling varied duties and assignments
• Manage all aspects of meeting logistics, including scheduling, booking rooms, and organizing materials
• Collaborate with other administrators to develop efficient processes and support team goals
• Provide and coordinate facility and asset management
• Handling financial processes such as invoice processing, expense reimbursements, and credit card reconciliations
• Ensure document management, retention, disposition, and distribution, and adhere to FOIP requirements
• Computer knowledge and proficiency of the core applications including: Google products (documents, sheets, slides); SAP, POSSE, Adobe Acrobat Professional
• Alignment to our Cultural Commitments and Leadership Competencies ( https://bit.ly/4brRrXm )
• Embracing a culture of equity, diversity, reconciliation and inclusion
• Applicants may be tested
  
  
  

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 [email protected]. Learn more about our benefits.

Up to 2 temporary full-time position for up to 11 months

Hours of Work: 33.75 Hours per week

Salary Range: $25.864 - $32.117 (Hourly); $45,565.90 - $56,582.12 (Annually)

Talent Acquisition Consultant: PO/VH

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