Administrative Support-Clerk II Job Listing at City of Edmonton in Edmonton, AB (Job ID 51631)

Description

The Civic Events & Festivals section has an opportunity for a highly organized and competent individual to provide administrative assistance with the Civic Events and Festivals and the Partnership and Event Attraction sections. This position requires an individual with excellent interpersonal, organizational, time-management and administrative  skills. The incumbent is responsible for providing a broad range of clerical and administrative services in support of the day-to-day needs of the Directors and the smooth operation of the sections.

What will you do?

• Process section payments and billings complying with the City's money-handling and credit card policies. It includes supporting section financial management tasks by creating purchase orders in SAP and SAP Ariba and issuing payment to be processed by Corporate Accounts Payable, and checking payment status in SAP
• Provide support to external vendors in the creation and maintenance of vendor accounts, electronic fund transfers (EFT) registration, guiding them through to IT for support to upload invoices in Ariba
• Managing agreement signing, execution and filing as required, which includes managing DocuSign
• Provide assistance in the administration/records management of section grant programs including application intake and review for completeness; corporate searches; merging and sending letters of approval; agreement signing through Docusign, execution and filing; and grant payment and final report processing
• Provide and/or coordinate various administrative services including: inventory coordination and ordering of electronic devices and telecommunications; stationery and supply ordering; staff uniforms, etc., corporate procurement card transaction/review/submissions/approval
• Manage invitations and ticket distribution for various special events
• Manage the flow of incoming and outgoing correspondence, ensuring that documents are recorded and managed according to policy and procedures
• Create and maintain calendar invites for the Directors, prepare meeting agenda(s), take meeting minutes, prepare reports and presentations and provide research and history on past meetings
• Provide administrative support in the set up of new staff hires ("log on" ID, system access, directory updates), workstation and technology (phones, laptops) set-up etc.; submit or coordinate building maintenance requests as per corporate procedures
• Provide assistance in the administration and record management of staff vacation schedules, and other HR related administrative duties; provide assistance in the use of core business applications as well as maintaining office equipment and supplies (fax, printers, photocopiers etc.)
• Provide coverage for other clerical staff within the section and components of the Business Integration Technician role. This includes booking events and pulling reports through existing booking and scheduling systems as required Provide clerical support for event site commands as required, including scheduling the trailer, catering coordination and event command logging
• Support records management ensuring that document management, retention, disposition and distribution adhere to requirements. Working with the department Records Management Coordinator, ensure all records/files are properly recorded and archived
• Research and/or compile section statistical data and prepare and/or print reports as required; provide liaison between the Directors' offices, to the Branch and Deputy City Manager's offices as required
• Prepare and/or assist in the development of presentations; organise meetings and workshops including book meeting locations, prepare and mail meeting notifications and agendas, record and distribute minutes, follow-up to ensure work/action items assigned at meetings are completed
• Ensure section safety boards, hazard assessments and other information are posted in staff areas, including components in the section command trailer
• Other duties as assigned