Job Detail

Reporting directly to the Branch Manager of Development Services, the Administrative Assistant I is an integral part of the Branch Manager’s Office. The Development Services Branch is a partner in city building, providing excellent customer service to advance Edmonton’s vision to be a healthy, urban and climate resilient city of two million people that supports a prosperous region.

The successful candidate is a leader of people who has exceptional interpersonal skills, effective collaboration, and superior time management and organizational skills. Working as a part of a team and independently, the Administrative Assistant will coordinate meetings, commitments and actions for the Branch Manager, collaborate with the Branch Leadership Team, Strategic Coordinator and Section Administrative Assistants to ensure smooth Branch operations.

With a focus on the City of Edmonton’s Cultural Commitments to Safe, Helpful, Accountable, Integrated and Excellent you will be responsible for:

• Branch Manager Administrative Support:
  • Efficient, proactive, organized and timely preparations for the Branch Manager
  • Branch Manager’s daily schedule management (meetings, committees, Council meetings and registrations, agendas, notes, etc.)
  • Effectively manage all administrative details of the Branch Manager’s Office (time entries and approvals, expense reports, approvals, operational processes, etc.)
  • Proactively manage and maintain confidentiality and discretion when politically sensitive issues need to be escalated
• Communication Flow in and out of the Branch Manager’s Office
  • Timely handling of documents, correspondence and inquiries received, reviewed, delegated and logged; received through email or POSSE OneCity Correspondence
  • Tracking tools utilized, priority assessed, clarifying information obtained (when required) and good judgement utilized in referring and assigning action(s) to the appropriate Section Director
  • Ensures completion of requested correspondence and reports according to assigned timelines and required formats or templates
  • Facilitate workflow and interface between the Branch, Deputy City Manager’s Office, departments and City Councillors
• Administrative Leadership for Branch Administrative Processes and Workflows
  • Direct supervision of Clerk II, including assigning duties, managing timelines, coaching, training, evaluating performance, etc.)
  • Leadership of Branch Section Administrative Assistants for branch administrative processes and workflows, procedures, approvals, tracking logs, asset management, parking, etc.
  • Provide guidance and direction to branch leadership and all employees for branch administrative processes, approvals and workflow (including Corporate Procedures); respond to questions, provide clarification and resolve issues (as needed)
• Support Branch Initiatives and Culture
  • Participate in coordinating branch engagement activities and initiatives; collaborate with the Strategic Coordinator for scheduling, planning, logistics, resources, etc.
  • Support the Strategic Coordinator with corporate, department or branch business or operational requirements
• Other related duties as required

• Completion of a high school diploma
• Completion of a diploma in Office Administration, Business Administration or related discipline from an accredited business school or college is preferable; Management Development or Supervisory Development Certificate is an asset
• Minimum of 4 years progressively responsible, diversified administrative experience working directly with senior management in a fast-paced and highly political office setting
• Experience with supervision and leadership, including leading a team, staff performance management and delegation of duties
• Advanced skills and demonstrated experience with all Google Workspace Applications
• Knowledge and proficient experience using POSSE, OneCity, PeopleSoft, ARIBA and FOIP legislation is an asset
• Knowledge of the City’s policy and procedures, formats and templates is an asset
• Proven success in working independently and as a part of team
• Excellent customer service and the ability to maintain professionalism in a fast-paced environment
• Excellent writing and oral communication skills, with demonstrated experience proofing and editing
• Strong organization skills with demonstrated competency utilizing tracking and reporting tools (Google Office Suite)
• Strong decision-making skills
• Experience working with all levels of management, with the ability to build and foster relationships
• Demonstrate service excellence, embracing diversity and promoting inclusiveness
• Demonstrate alignment with the Cultural Commitments of Safe, Helpful, Accountable, Integrated and Excellent, fostering an environment for others to do the same. For more information on the City’s Cultural Commitments, please visit (http://bit.ly/3bH2Ztv)
• Demonstrate the foundational competencies, key behaviours and attributes of the City’s six leadership competencies: Courage, Inclusivity, Values-Based Influencer, Collaborative Networker, Systems Thinker and Creative Innovator. For more information on the City’s leadership competencies, please visit (http://bit.ly/2PLbz1w)
• Candidates may be tested

The City of Edmonton is committed to inclusive, respectful and equitable workplaces that represent the communities we serve. We continuously improve our systems, policies and practices to remove barriers and ensure our employees, in all their diversity, can succeed. We value applicants with a diverse range of skills, experiences and competencies, and encourage you to apply. To learn more, see the Art of Inclusion: Our Diversity and Inclusion Framework here: https://bit.ly/3hd2d95.

The City of Edmonton strives to provide reasonable access and accommodations throughout the application and selection process. If you would like to request an accommodation at any stage of the process, please contact Employment@edmonton.ca.

COVID-19 Notice: The City of Edmonton has implemented a COVID-19 Vaccination Policy. Employees must be fully vaccinated against COVID-19 and provide proof of vaccination. Employees who cannot be fully vaccinated on the basis of a protected legal ground (e.g. medical, religious) may request an exemption. Please note that this policy applies to all employees, including new hires, and volunteers. If your application is successful, you will be asked to provide proof of vaccination or request an exemption.

For more information, please refer to our COVID-19 Vaccination Policy (bit.ly/3lKwb6j) and COVID-19 Vaccination Procedure (bit.ly/39BICMt).

Up to 1 permanent full-time position

Hours of Work: 33.75 hours per week, Monday to Friday. 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.

Salary: $29.385 - $36.808 (Hourly); $51,769.020 - $64,846.490 (Annually)

Talent Acquisition Consultant: HJM/JB