Administrative Assistant I

As an Administrative Assistant for the Planning and Environment Services Branch, you will serve as the central information hub and primary point of contact for the Branch Manager’s Office. In this dynamic, fast-paced, senior-level administrative role, you will be instrumental in maintaining the operational efficiency and responsiveness of the entire branch. You will oversee day-to-day business operations, coordinate high-priority schedules, and manage the administrative workflows that keep our team connected and effective. Acting as a trusted coordinator, you will liaise between leadership, internal teams, and external collaborators while handling sensitive information with utmost discretion and diplomacy. Additionally, you will provide guidance and supervision to clerical staff, helping foster a collaborative and supportive team culture. If you are a proactive problem-solver with exceptional organizational skills who thrives in a fast-paced environment, we welcome your application! What will you do?

Act as the primary administrative support for the Branch Manager and leadership team, managing complex calendars, scheduling, and meeting logistics. Prepare, review, and track high-level documents, including Council/Committee reports, briefing memos, agendas, and minutes. Coordinate, assign, and track incoming inquiries (including 311 and leadership inquiries) and ATIA requests to ensure timely responses. Oversee branch administrative operations, such as staff on/offboarding, supply ordering, Google site maintenance, and corporate directory updates. Provide leadership, task coordination, performance check-ins, and coaching for clerical support staff within the branch. Manage workflow tracking, financial administrative tasks (expense claims, corporate credit cards, invoices), and standard operating procedures. Participate as a member of the branch OH&S committee, organizing safety floor inspections and communicating safety information. Build positive working relationships with internal collaborators, the Mayor's Office, Councillors' offices, and external community partners. High School Diploma (Grade 12) including business subjects emphasizing communication and information processing, OR completion of an administrative professional certificate program from an accredited business school/college Minimum of four (4) years of progressively responsible, diversified administrative experience in a fast-paced, highly political setting working alongside senior management. Assets:

Previous supervisory or lead experience, including staff performance management and workload delegation. Additional post-secondary education or administrative certifications beyond the minimum requirement. Skills required for success:

Advanced technology proficiency, specifically with Google Workspace tools (Docs, Sheets, Sites, Drive, Gmail). Knowledge of systems such as POSSE, ARIBA, SAP, PeopleSoft, and ATIA (formerly FOIP) guidelines. Exceptional organization, prioritization, and time-management skills with the ability to work independently under tight timelines. Strong verbal and written communication skills with high attention to detail and accuracy. High political acuity, discretion, and sound judgment when handling confidential or sensitive topics. Alignment to our Cultural Commitments and Leadership Competencies (https://bit.ly/4brRrXm). Embracing a culture of equity, diversity, reconciliation and inclusion. Conditions of Employment:

Hire is dependent on a Criminal Records Check (CRC) that is satisfactory to the City of Edmonton, and there may be a cost associated with this requirement. Applicants may be tested. 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 employment@edmonton.ca. Learn more about our benefits https://bit.ly/COEbenefits. Up to 1 temporary with benefits full-time position for up to 18 months in accordance with the Enterprise Systems Transformation Program (ESTP) Letter of Understanding between the City of Edmonton and Civil Services Union 52. Hours of Work: 40 hours per week Salary Range: $31.256 - $39.160 (Hourly); $65,262.53 - $81,766.08 (Annually)

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