The Office of the City Clerk is the primary contact regarding City Council business and municipal governance. We are looking for an experienced administrative professional who has exceptional organizational and communication skills. This position requires a high degree of problem-solving skills and the ability to work with and support multiple teams and business areas. Reporting to the Manager, Councillors' Office Liaison Team, the incumbent is responsible for a range of administrative services critical to the efficient operations of the Office of the City Clerk front counter services, Council and Committee meeting support, and general clerical support services to the overall Branch. This position requires someone who can successfully handle multiple priorities and complete tasks with a high degree of accuracy and timeliness and who also has the ability and tact to confidently handle inquiries with the public on a range of topics and Council meeting agenda items.
As an Administrative and Meeting Management Assistant - Clerk III you will:
- Work collaboratively with a team of administrative professionals to support the Office of the City Clerk
- Manage a large volume of requests to speak from the public at Council and Committee meetings as well as Public Hearings, coordinating the process from end-to-end including speaker registration, sign in at the Office of the City Clerk Delegation Table, and providing assistance during the meeting to speakers as required
- Promptly respond to or direct inquiries from the public sent to the city.clerk@edmonton.ca business shared account. Manage the account as the public facing representative of the Office of the City Clerk
- Provide reception duties including answering phone calls and greeting visitors to the office; responding to general inquiries from the public and staff, providing current and accurate information
- Work closely with the Meeting Management Team to provide meeting support for Council and Committee meetings by booking ancillary meeting services such as security, audio/visual, and captioning services and by preparing correspondence and responding to inquiries about meetings and agenda items
- Be a change agent and initiate and implement process and system improvements to adapt to changes in the work environment, new technologies, and new ideas in service design
- Review Council meeting correspondence items that are sent to the City Clerk's office and distribute including redaction and publishing of correspondence for Public Hearings
- Prepare and distribute Council and Committee meeting notices and update public and internal meeting calendars, ensuring accuracy
- Liaise as needed, often in regards to a task related to Council or Committee meeting support with staff in the Mayor's Office and the Office of the Councillors
- Process payments for Freedom of Information and Protection of Privacy requests and for Bylaw copies, complying with the City's money-handling and credit card policies
- Support financial management tasks by creating purchase orders, cheque requisitions, and deposits
- Support records management ensuring that document management, retention, disposition and distribution adhere to requirements
- Be a leader in Occupational Health & Safety and Mental Health and Wellness initiatives providing support to the Branch including as a member of the Joint Worksite Health and Safety Committee
- Compile statistical data and prepare reports as required
- Perform other administrative, clerical and support duties as required
- Completion of the twelfth (12th) school grade/GED, including business subjects with emphasis on general office practices, or completion of an appropriate certificate program from an approved business school/college
- Minimum of three years of progressively responsible diversified experience working in an office/administrative environment; including one year working in customer service or experience working with the public
- Exceptional communication (both verbal and written) skills
- Strong customer service or client service mindset and approach to work
- Ability to establish and build effective working relationships demonstrating strong interpersonal skills
- Exceptional troubleshooting and problem-solving skills including the ability to anticipate issues and proactively respond
- Proven ability to produce error-free work under tight deadlines
- Excellent attention to detail, time management, teamwork, and organizational skills required
- Ability to make decisions in accordance with established policies and procedures
- Planning, prioritization and coordination ability while working on assignments
- Broad knowledge of the City's organizational structure and department services is an asset
- Intermediate skills in Google Suite (Gmail, Docs, Sheets, Drive etc.) and Adobe Acrobat
- Embrace the Cultural Commitments of Safe, Helpful, Accountable, Integrated and Excellent, and foster an environment that encourages others to do the same
- Applicants may be tested
Management and Out-of-Scope positions at the City of Edmonton are being reviewed for possible inclusion in the Civic Service Union 52 bargaining unit. If this position is impacted, the incumbent will be notified accordingly.
The City of Edmonton is committed to inclusive, respectful and equitable workplaces that represent the communities we serve. We continuously improve our systems, policies and practices to remove barriers and ensure our employees, in all their diversity, can succeed. We value applicants with a diverse range of skills, experiences and competencies, and encourage you to apply. To learn more, see the Art of Inclusion: Our Diversity and Inclusion Framework here: https://bit.ly/3hd2d95.
The City of Edmonton strives to provide reasonable access and accommodations throughout the application and selection process. If you would like to request an accommodation at any stage of the process, please contact Employment@edmonton.ca.
COVID-19 Notice: The City of Edmonton has implemented a COVID 19-Vaccination Policy. Employees must be fully vaccinated against COVID-19 and provide proof of vaccination. Employees who cannot be fully vaccinated on the basis of a protected legal ground (e.g. medical, religious) may request an exemption. Please note that this policy applies to all employees, including new hires, and volunteers. If your application is successful, you will be asked to provide proof of vaccination or request an exemption.
For more information, please refer to our COVID-19 Vaccination Policy (bit.ly/3lKwb6j) and COVID-19 Vaccination Procedure (bit.ly/39BICMt).
Up to 1 permanent full-time position
Hours of Work: 33.75 hours per week, Monday - Friday
Salary: $26.928 - $33.765 (Hourly); $47,440.400 - $59,485.490 (Annually)
Talent Acquisition Consultant: SD/MZ
IND123
Classification Title : Clerk IIIPosting Date : Apr 1, 2022Closing Date : Apr 18, 2022 11:59:00 PM (MDT)Number of Openings (up to) : 1 - Permanent Full-timeUnion : Out of ScopeDepartment : Office of the City ClerkWork Location(s) :City Hall, 3rd Floor, 1 Sir Winston Churchill Square Edmonton T5J 2R7