Clerk II, Planning & Scheduling

City of Edmonton - Edmonton, AB (30+ days ago)

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Description
Clerk II, Planning & Scheduling
Job Number : 38457
At the City of Edmonton - City Operations, we strive to help our people achieve their professional and personal goals through an inclusive environment that values everyone’s contributions, appreciates diversity of thought, fosters growth and provides continuous opportunities for development.

We strive to help our people achieve their professional and personal goals through an inclusive environment that values everyone’s contributions, appreciates the diversity of thought, fosters growth and provides continuous opportunities for development.

Reporting to the Director of the Planning & Scheduling section of ETS, this position is responsible for providing a broad range of clerical and administrative services in support of the day-to-day needs of the section. While working with a specific section, this position will also work collectively with the mindset of contributing to and meeting the overall needs of the Branch. This position will also provide some administrative support to the Business Integration & Workforce Development section and the Edmonton Transit Service Advisory Board (ETSAB).

Key Responsibilities:
Manage sections responses to customer and Council inquiries (generated through the CACTIS and Posse systems)
Manage the Directors’ calendars, including proactively resolving conflicts and coordinating meeting appointments
Provide and/or coordinate the various administrative services including preparing and processing invoices and staff expense claims
Provide support for meeting scheduling, booking meeting space and arranging logistics (catering, technology, meeting materials etc)
Review payroll records and timesheets to ensure accuracy
Order office stationery and other required office supplies
Create requisitions, network numbers, invoice service entries and creating Cheque Requisitions in SAP (the city's financial system)
Provide administrative support to ETSAB and the board’s monthly meetings
Manage meeting logistics, prepare and email meeting notifications and agendas, record and distribute minutes and follow-up to ensure work/action items assigned at meetings are completed
Other administrative tasks as required

Qualifications :
Completion of the twelfth (12th) school grade including business subjects related to data entry or completion of an appropriate certificate program from an approved business school/college
2 years' progressively responsible and diversified office administration experience including preparing responses to public inquiries, preparing various documents and correspondence, maintaining filing systems, taking meeting minutes, calendar management, meeting coordination and logistics, preparing and processing invoices and expense claims
Experience creating meeting agendas, preparing meeting materials and taking meeting minutes
Customer service focused with the ability to handle various inquiries and maintain effective working relationships within a multidisciplinary team
Accurate data entry skills to produce high-quality information
Excellent skills with grammar, punctuation and spelling, with a high level of accuracy, ensuring documents conform to City of Edmonton formats
Knowledge of processes involved in booking meetings, catering and confirming event details with clients
Advanced proficiency with Microsoft tools, Google applications, POSSE, SAP
Proficiency in SAP Purchasing is an asset
Excellent time management and organizational skills, with the ability to manage multiple priorities within tight deadlines
Excellent communication and interpersonal skills, with ability to work in a team environment and build relationships with internal and external stakeholders
Must exercise effective conflict resolution skills
Must be able to adapt to and receive instruction from multiple individuals
Must be able to work independently with minimal supervision
Exemplify the City’s Cultural Commitments and demonstrate a respectful and inclusive style
The successful candidate will be required to work one evening a month (generally a Monday), in support of the Edmonton Transit Service Advisory Board (ETSAB) meetings
Applicants may be tested

We are an equal opportunity employer.
We welcome diversity and encourage applications from all qualified individuals.

This posting is for 1 permanent, full-time position.

Hours of Work: 33.75 hours per week

Salary: $23.664 - $29.385 (Hourly); $41,690.050 - $51,769.02 (Annually)

Talent Acquisition Consultant: PS/MZ

Classification Title : Clerk II
Posting Date : Feb 14, 2020
Closing Date : Feb 28, 2020, 11:59:00 PM (MST)
Number of Openings (up to) : 1 - Permanent Full-time
Union : CSU 52
Department : Edmonton Transit Service

Work Location(s) :
15th Floor Edmonton Tower, 10111 104 Avenue

Edmonton T5J 0J4
Position Clerk II, Planning & Scheduling
TEAM Administrative Professionals
Job Type External
Job Location 15th Floor Edmonton Tower, 10111 104 Avenue Edmonton T5J 0J4