Administrative Clerk (Clerk III)

The City Manager's Office is seeking a motivated and experienced administrative professional to provide executive level support to the Chief of Staff's Office, particularly the Intergovernmental Affairs and High Level Office for Reconciliation and Anti-Racism (HLO) sections. This role is integral, providing excellent service to our internal client departments, elected officials, and the City’s external intergovernmental partners. It requires a high degree of professionalism, political acumen, attention to detail, flexibility, adaptability to changing priorities, discretion in handling confidential information, conflict resolution, initiative, and organizational and time management skills within a multi-disciplinary and high work volume environment.

This position offers a unique opportunity to contribute to the City's intergovernmental relations and reconciliation efforts. You will play a key role in supporting daily operations, acting as a liaison with various stakeholders, and ensuring the smooth functioning of the office. If you thrive in a fast-paced, multi-disciplinary environment and are committed to providing exceptional administrative support, we encourage you to apply.

What will you do?

• Support Directors, Senior Executive Advisors, and Executive Assistant with the efficient operation of the City Manager’s Office through various administrative tasks such as managing office supplies, travel requests, meeting coordination, event logistics, and special projects.
• Coordinate the City Council and Committee reports from creation to submission to the City Clerk’s Office, including:
  • File/Folder creation and management
  • Collaboration/circulation with external departments for approvals
  • Tracking and updating report spreadsheets
  • Scheduling report review meetings
  • Status of reports (deferral with justifications)/presentation
  • Distributing delegation lists for Council/committee meetings
  • Creating and managing digital report materials; reviewing Council/Committee minutes
• Provide comprehensive support for the preparation of diverse documents, including council reports, briefing notes, memos, and high-level correspondence for offices such as the Prime Minister and Premier, including drafting, formatting, and ensuring timely and accurate completion of materials with minimal direction.
• Provide general advice and assistance, including composing, proofreading, editing as necessary, researching, and reviewing documents; work with other administrative professionals to develop, standardize, and enhance processes and procedures for the department.
• Act as the primary point of contact for City Clerks, Agenda Review Committee, City Manager’s Office, and other departments.
• Autonomously track and coordinate Cabinet information and related data from both Provincial and Federal governments, relating this to the Intergovernmental Affairs staff for ready access to real-time information, and adjust strategies and plans accordingly.
• Build and maintain relationships with various government levels, including MP offices, to collect information and update contact lists, demonstrating cultural sensitivity and strong communication skills.
• Communicate and share information with administrative staff in various senior offices, including those within the department, the Office of the Mayor, the Office of the City Clerk, Councillors' offices, the Corporate Leadership Team, and external organizations.
• Manage and track POSSE assignments from initial request to closing the request.
• Daily management of the Intergovernmental Affairs group email account, tracking incoming correspondence and inquiries from ELT, CMO, MO, and/or City Councillors' Offices.
• Project management when required on initiatives including FOIPP requests and e-file management.
• Assist with the budget process and monthly budget reporting, data entry, reviewing and processing corporate credit card transactions, invoices, and billings; demonstrate financial management savvy and assist with ordering supplies, ensuring adherence to budget constraints.
• Provide coverage for Executive Assistant when needed.

• Completion of the twelfth (12th) school grade, including business subjects with emphasis on general office practices, or completion of an appropriate certificate program from an approved business school/college.
• A minimum of 3 years progressively responsible and diversified office and administrative experience, including experience supporting senior executives in a large, complex environment, drafting and preparing memos/documents, communicating with internal and external stakeholders, and calendar management.

Assets:

• Advanced knowledge and experience with Google Suite, Microsoft Office, and Adobe Acrobat.
• Experience with POSSE.
• Experience working in a public service environment.
• Working knowledge of federal, provincial, and municipal government structure.
• Lived experience with traditional Indigenous communities, history, culture, and current environment.

Skills required for success:

• Understanding of Indigenous communities, their history, culture, and current environment.
• A high level of diplomacy and tact, including skills in dealing with conflict.
• Adaptable to evolving circumstances and able to deal with ambiguity.
• Proven ability to build and maintain strong relationships with corporate departments, business partners, and customers.
• Experience working with confidential material in a discreet and professional way.
• Experience managing executive calendars and travel arrangements.
• High attention to detail and proven ability to manage multiple ongoing activities.
• Exceptional organizational and time management skills, including the ability to prioritize and schedule work.
• Strong communication, customer service, and decision-making skills.
• Able to translate complex instructions into action.
• Proactive and able to take initiative.
• Proven ability to work independently with minimal direction.
• Alignment to our Cultural Commitments and Leadership Competencies (https://bit.ly/4brRrXm).
• Embracing a culture of equity, diversity, reconciliation, and inclusion.

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 permanent full-time position

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

Salary Range: $28.644 - $35.917 (Hourly); $50,463.570 - $63,276.770 (Annually).

Talent Acquisition Consultant: SM / MZ