Administrative Assistant

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 Administrative Assistant in Buildings and Architecture in Infrastructure Services, you will be responsible for the effective and efficient delivery of administrative support services to the Divisional Manager and Business Unit staff. Primary duties include:

Provide support to the Divisional Manager by initiating and preparing a variety of correspondence (memoranda, letters, mail merges), Executive Office Reports, Board items, minutes, speeches, and presentation materials.

Organize meetings with Divisional staff, representatives of Infrastructure Services and the public, including RSVPs, booking facilities, catering, electronic and computer equipment, and preparation of meeting materials.

Attend Divisional, Business Unit and Administrative meetings. Prepare agendas, record, transcribe and distribute minutes for Divisional staff meetings.

Coordinate and track job assignments delegated by the Division Manager to staff.

Coordinate, monitor, and maintain filing and retrieval of vital and confidential information including budget recoveries, IT accounts, record and report attendance and timekeeping using Peoplesoft Human Capital Management (HCM).

Manage departmental inventory. Purchase, receive and distribute furniture, software, hardware, stationery supplies, business cards and other merchandise.

Act as the initial point of contact with the public and other business units by responding to telephone and electronic inquiries, providing information and making appropriate referrals.

Qualifications

A High School diploma or equivalency (e.g. GED) and a certificate in Secretarial Arts or Business/Office Administration.

At least 5 years of broad secretarial/administrative experience.

Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, and Teams) is required.

Experience with Peoplesoft Human Capital Management (HCM), Financials and Supply Chain Management (FSCM) and Integrated Records Information Management Systems (iRIMS) is required.

Microsoft Project skills and experience with Livelink will be considered assets.

Excellent communication skills, the ability to prioritize and organize work effectively, and collaborate with all staffing levels.

Ability to work independently and apply sound judgement in handling diverse situations.

Must be able to exercise confidentiality and discretion while demonstrating organizational and personal sensitivity.

Pre-employment Requirements

Applicants will be tested for appropriate skills.

Successful applicants must provide proof of qualifications.

Union: CUPE Local 38

Business Unit: Public Spaces Delivery

Position Type: Temporary (up to 18 months)

Location: 2255 Crowchild Trail NW

Compensation: Pay Grade 6 $29.79 – 39.83 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: May 26, 2022

Job ID #: 305341