City of Calgary is Looking For Administrative Assistant at Calgary, AB Full Time

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.

This position provides Council Services support for 14 Councillors, up to 42 assistants and to the City Clerk’s Office. Administrative support services include the processing of Ward Community Event Fund (WCEF) applications; Council and Council Committee meeting room and meeting event support; supporting the management of and access to records; supporting workplace safety; general administrative support; and backup support for other Council Services staff. Primary Duties include:

General administrative support, including: reception duties (phone, email, in-person); drafting, editing, updating, and distributing reference guides; ordering stationery supplies, business cards and nametags; arranging mail services; monitoring and maintaining appointment calendars for 14 Members of Council and assisting Councillor Executive Assistants with coordinating meetings; booking meeting rooms; distributing pins and other City items; and the design and updating of forms, templates and checklists.

Processing Ward Community Event Fund (WCEF) requests and related letters and payments to community organizations.

Responsible for communicating with the community-based organizations throughout the process to ensure applications are complete before sending to the Councillor; distributing completed applications to Councillors; producing financial updates and forecasting s; advising Councillors on remaining funds; suggesting alternative microgrant programs depending on event qualifications; and creating/distributing approval and refusal letters.

Provide Ward Office, meeting event and meeting room support, including ordering and arranging meals/food, supplies, furniture and equipment, distributing same, as well as ensuring kitchens and meeting rooms are stocked and maintained.

Support access to and management of records, including responsibilities as FOIP Program Administrator for Ward Offices, and providing support to the Business Unit Records Coordinator for Council Services records.

Fill in for absent team members (backup) and supporting workplace safety by completing/collecting/maintaining safety documentation and supporting fire warden or floor warden responsibilities in Historic City Hall.

Qualifications

A completed certificate in office or business administration, or a related area, supported by at least 3 years of experience in a public sector environment or equivalent multi-disciplinary organization.

Intermediate proficiency with Microsoft Office (Word, Excel, PowerPoint) is required.

Experience in Records Management and knowledge of the Alberta FOIP Act would be considered an asset.

Demonstrated organizational skills, accuracy, a high attention to detail and adaptability to changing priorities.

Strong communication and problem solving skills, along with the ability to effectively contribute and work in a team environment.

Pre-employment Requirements

Successful applicants must provide proof of qualifications.

Union: CUPE Local 38

Business Unit: City Clerk’s Office

Position Type: 1 Temporary (Up to 18 months)

Location: 700 Macleod Trail S.E.

Compensation: Pay Grade 8 $35.51 – $47.49 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 and External

Apply By: July 3, 2023

Job ID #: 307919