Job Title : Administrative Assistant - Managers
Location : Calgary, AB
Company : City of Calgary
Salary :
Open Date : 2023-01-05
Close Date : 2023-05-05

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. Reporting to the Managers, Transit Service Support and Transit Service Design, this position is responsible for providing confidential administrative/technical support, and services to the divisional Managers and the Team Leads. Additionally, this position provides support to leadership and could provide relief to other Administrative Assistant positions in Calgary Transit. Primary duties include:

• Coordinate receipt, processing and distribution of all incoming correspondence and email inquiries including confidential material.
• Prepare general correspondence as required for elected officials, City Manager or General Managers’ or Director’s signatures, including confidential labour-related information.
• Prepare and ensure all correspondence, tenders, specifications, reports, and bulletins meet corporate format standards; responsible to edit for procedural and grammatical accuracy.
• Coordinate and schedule grievance hearings and discussion meetings with the Manager, union executives, Human Resources, Coordinators/Team Leads and Supervisors.
• Act as organizer for all aspects of divisional meetings, including catering, coordinating, minute taking and distribution.
• Act as a liaison between Team Leads and Managers.
• Coordinates divisional travel needs including reservations, booking, payments and records.
• Review, verify, code and recommend invoices for payment approval of the Manager.
• Act as Business Unit Recognition & Rewards liaison for Calgary Transit, including distribution of all Allegiance and Achievement awards, ensuring integrity of the data.

Qualifications

• A completed 1 year certificate in Office and/or Business Administration (or closely related field) with at least 3 years of related administrative support experience.
• Intermediate level of proficiency with Microsoft Office suite (Word, Excel and Outlook).
• Experience with PeopleSoft Time and Labour, Financial Supply Chain management (FSCM), Human Capital Management (HCM) and/or Hastus will be given preference.
• An understanding of the Freedom of Information and Protection of Privacy (FOIP) Act Policy will be an asset.
• Previous experience with Physical Objects will also be an asset.
• Success in this role requires:
  • The ability to communicate effectively with clients and use sound judgment in decision making;
  • A professional approach when addressing issues in a sensitive and confidential manner;
  • An aptitude for completing work effectively, accurately and multi-tasking.

Pre-employment Requirements

• Successful applicants must provide proof of qualifications.
  

Union: ATU Local 583 Business Unit: Calgary Transit

Position Type: 1 Permanent Position Location: 928 32 Avenue NE

Compensation: $29.71- $39.74 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: Non-Standard 35 hour work week

Audience: Internal/ External Apply By: January 18, 2023

Job ID #: 306736

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