Administrative Clerk

Job Description - Administrative Clerk (54221)#

Job Description |  |  || --- | --- || Administrative Clerk  11 months  Job Number: 54221  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" , 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
* Embracing a
* Applicants may be tested   
** Work Environment:*
* * The…