Administrative Assistant Job at City of Calgary
If you are committed to public service, enjoy collaborating with others, share our values and have a desire to learn and grow, join The City of Calgary . City employees deliver the services, run the programs and operate the facilities which make a difference in our community. We support work-life balance, promote physical and psychological safety, and offer competitive wages, pensions, and benefits . Together we make Calgary a great place to make a living, a great place to make a life.
The City is committed to fostering a respectful, inclusive and equitable workplace which is representative of the community we serve. We welcome those who have demonstrated a commitment to upholding the values of equity, diversity, inclusion, anti-racism and reconciliation. Applications are encouraged from members of groups that are historically disadvantaged and underrepresented. Accommodations are available during the hiring process, upon request.
Reporting to the Manager of Service Delivery, the administrative assisant will be responsible for providing confidential administrative/technical support, and services to the Manager of the Service Delivery division and the divisional Coordinators/Team Leads. Additionally, you will provide support to leadership and could provide relief for the reception position and the Administrative Assistant to the Director. Primary duties include:
- Coordinate receipt, processing and distribution of all incoming correspondence and email inquiries including confidential material and confidential labor relations information.
- Prepare and ensure all correspondence, tenders, specifications, reports, and bulletins meet corporate format standards; responsible to edit for procedural and grammatical accuracy.
- Process retirements and resignations (employee separations).
- Maintain office equipment, stock, and order office supplies.
- Coordinate and schedule grievance hearings and discussion meetings with the Manager, union executives, Human Resources, Coordinators/Team Leads and Supervisors.
- Act as an organizer for all aspects of divisional meetings, including catering, coordinating, minute taking and distribution.
- Coordinates divisional travel needs including reservations, booking, payments and records.
- Review, verify, code, and recommend invoices for payment approval of the Manager.
- Act as a liaison between Coordinators/Team Leads and Manager.
- Compile package/info pertaining to collisions, coordinate with Dispatch and Training to schedule collision appeals in a timely manner.
- Other duties as required.
Qualifications
- A completed 1 year certificate in Office and/or Business Administration or closely related field with at least 3 years of related administrative support experience.
- Intermediate level of proficiency with Microsoft Office suite (Word, Excel and Outlook).
- Experience with PeopleSoft Time and Labor, Financial Supply Chain management (FSCM), and/or Human Capital Management (HCM) and Hastus.
- An understanding of the Freedom of Information and Protection of Privacy (FOIP) Act Policy will be an asset.
- Previous experience with Physical Objects will also be an asset.
- Success in this role requires the ability to communicate effectively with clients, use sound judgment in decision making and have excellent time management skills.
- A professional approach when addressing issues in a sensitive and confidential manner and an aptitude for completing work effectively, accurately, and multi-tasking.
Pre-employment Requirements
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Successful applicants must provide proof of qualifications.
Union: ATU Local 583
Business Unit: Calgary Transit
Position Type: 1 Temporary (up to 18 months)
Location: 928 32 Avenue NE
Compensation: $29.71 - 39.74 per hour
Days of Work: This position works a 5 day
work week with 1 day off in a 3 week cycle.
Hours of work: Standard 35 hour work week
Audience: Internal/External
Apply By: December 14, 2022
Job ID #: 306491
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