• Job Description

  Req#: 54481

  Supporting the Director of Business Integration and the broader team, the Administrative Clerk leverages exceptional attention to detail and sound judgment to manage politically sensitive and confidential materials. By utilizing strong interpersonal and professional administrative expertise, the Clerk facilitates the team’s strategic goals through comprehensive project coordination, the preparation of executive correspondence and agendas and the analytical review of reports for accuracy. This role is central to the Fleet and Facility Business Integration team, a diverse portfolio of over 90 employees spanning several specialized lines of business including: Fleet Engineering, Business Operations, Fleet Safety, Fleet Acquisition and Disposal, Fuel and Operational Technology and Zero-Emission Transition.

  What will you do?

  • Executive Support: Manage the flow of incoming and outgoing information for the Director's office; prioritize urgent requests and ensure all communications are handled with strict confidentiality
  • Strategic Coordination: Proactively manage complex calendars, filtering meeting requests and resolving conflicts to maximize the Director’s time.
  • Meeting Facilitation: Oversee end-to-end meeting logistics, including agenda distribution, formal minute-taking, and the proactive tracking of action items
  • Financial Administration: Execute financial workflows, including creating Purchase Orders and requisitions, auditing expense claims, and processing invoices via SAP/Ariba
  • Information Management: Design and maintain Google Workspace solutions for information management, ensuring the team has easy access to relevant data and digital filing systems
  • Process Improvement: Act as a key resource for the business area, advising on timelines, optimizing administrative processes, and providing backup project support across the broader branch.
  • Other duties as assigned

  • Education: Completion of the 12th school grade (including business subjects) or a recognized Office Administration certificate program from an approved business college
  • Experience: A minimum of two (2) years of progressively responsible and diversified administrative experience
  • Core Background: Proven experience supporting a professional leadership team, managing executive calendars, formatting complex documents, and performing financial processing (invoicing/expenses)

  Assets:

  • Previous experience with Ariba, SAP and M5 is considered a significant asset

  Skills required for success:

  • Discretion & Judgement: The ability to navigate politically sensitive environments with high accuracy and professional "art of compromise"
  • Operational Agility: Strong organizational skills to manage a high volume of work with competing deadlines and diverse stakeholder demands
  • Communication Excellence: Elevated verbal and written communication skills with a focus on grammar, punctuation, and professional tone
  • Technical Proficiency: Advanced skills in Google Workspace and the ability to adapt quickly to new digital tools and databases
  • Financial Literacy: Accuracy in performing mathematical calculations for account reconciliations and budget tracking
  • 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

  Conditions of Employment:

  • Valid Alberta Class 5 driver's licence (or provincial equivalent)
  • Applicants may be required to arrange their own transportation for use on City business, and where appropriate will be reimbursed in accordance with City of Edmonton policy

  Work Environment:

  • This role works primarily in an indoor office setting
  • 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 full-time position up to 11 months

  • Hours of Work: 33.75 hours per week
  • Salary Range: $26.640 - $33.081 (Hourly)
  • Recruitment Consultant: NC/SO

  Edmonton rests in the heart of Treaty Six territory in Alberta and the homelands of the Metis Nation

• About the company

  Edmonton (/ˈɛdməntən/) is the capital city of the Canadian province of Alberta.

Notice