Senior 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.
As the Senior Administrative Assistant, you will be providing a high level of support to managers, leaders, and their teams, aiding in the efficient and successful operation of the business. In addition, you will liaise with various levels of government and municipalities, industry, community and business organizations, and the public. Primary duties include:
- Manage multiple calendars of managers, leaders, and team calendars by identifying and resolving calendar conflicts, and analyzing and optimizing priorities and commitments.
- Manage meetings by collecting and distributing agenda items, capturing discussions, decisions, and action items in meeting minutes, distributing minutes accordingly and saving them in Content Server, Sharepoint, or a shared drive.
- Help management review email inbox to identify urgent items, action items, and deliverables.
- Respond to requests in manager’s inbox, following up for response or delegation, and organizing emails while ensuring confidentiality and sensitivity is protected.
- Help with Accounts Payable Workflow items including processing invoices for payments via corporate credit card or non-purchase order payment requests, entering online requisitions, performing credit card reconciliations, and reviewing transactions to submit corrections to Finance and Information Technology (IT).
- Perform general office duties, including coordinating workspace moves, ordering supplies, catering, filing, copying, and scanning.
- Help managers and leaders with recruitment tasks, including screening resumes, contacting candidates, arranging interviews, and onboarding/offboarding of employees.
- Maintain project filing systems and act as the key contact for records management within the division; including use of Content Server libraries, Physical objects and Microsoft Teams.
- Create and maintain Microsoft Teams channels for divisional teams.
Qualifications
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A High School Diploma or equivalent (i.e. GED) with at least 8 years of experience, OR;
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A completed 1 year Certificate in Business Administration, or a related field, with at least 5 years of experience.
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Intermediate skills in Microsoft Office (Word, Excel, Powerpoint, Outlook, and Teams) is required.
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Experience in Adobe Acrobat Pro and Content Server is an asset.
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Experience in managing records is preferred.
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You have strong interpersonal and communication skills, along with the ability to build strategic relationships.
Pre-employment Requirements
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Successful applicants must provide proof of qualifications.
Union: CUPE Local 38
Business Unit: Waste & Recycling Services
Position Type: 1 Temporary (up to 8 months)
Location: 480 36 Avenue S.E.
Compensation: Pay Grade 7 $32.68 - 43.73 per hour (2022 Rates)
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: November 25, 2022
Job ID #: 306554
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