Administrative Coordinator Full-time Job

The Edmonton Election is a large-scale, complex, highly legislated civic project that is held every four years, featuring tight timelines and a broad range of stakeholders. It is a project that requires agility, precision, and dedication, offering a unique opportunity to contribute to a process that enables Edmontonians to vote for Mayor, Council, and Edmonton Public or Edmonton Catholic school board trustees.

Reporting to the Manager of Election Planning and Operations, the Administrative Coordinator will play an important  role in ensuring the smooth execution of administrative duties such as scheduling, coordinating facilities and resources, supporting project reporting, ballot tracking, and temporary staff recruitment.

You will:

• Coordinate and optimize the Manager's schedule to align with team objectives, ensuring efficient operations and timely achievement of goals
• Act as the primary liaison between the Manager and internal/external stakeholders, managing communication, monitoring emails for actionable items, and preparing necessary materials
• Monitor and maintain project management tools to ensure they are consistently updated and accurate, thereby supporting effective project tracking and management
• Assist in preparing and updating project reports for the Manager, providing critical information to support informed decision-making
• Assist in identifying, booking, and confirming facilities for election-related activities, including managing the flow of rental documents, approvals, and records to ensure seamless facility arrangements
• Coordinate with internal City departments to secure facility insurance and manage certificates of insurance
• Assist in the booking, and confirming with suppliers of third-party rentals and delivery of tables, chairs, and accessibility supports to the voting stations
• Maintain detailed records related to ballot tracking and accounting, ensuring strict compliance with legislative guidelines to support transparency and accuracy in election processes
• Support the Planning and Operations team in recruiting temporary staff by coordinating interview schedules and assisting with the setup of the Elections Call Centre, Count Centre, and Results Centre

Qualifications

• Completion of grade twelve (12) including business subjects related to word and information processing and training in computer applications
• Minimum two (2) years experience working in an administrative capacity at the City, a large organization or municipality
• Experience in office practices, records keeping, customer service skills and dealing with the public
  

Assets:

• Experience in SAP Ariba (or similar purchase order system)
• Experience in Ariba (or other type of contract management software)

Skills required for success:

• Strong verbal and written communication skills
• Experience in maintaining an effective records management system
• Experience adapting to changing priorities and workflows based on project timelines and milestones
• Understanding of general office procedures, practices, and equipment
• Familiarity with the Local Authorities Election Act
• Ability to oversee and supervise the work of other administrative support staff
• Professional interaction with the public and internal contacts
• Quick and accurate data entry skills
• Knowledge of setup, refresh, and inventory for devices (phones, tablets, laptops), with troubleshooting capabilities
• Intermediate proficiency with Google Suite (Docs, Sheets, Slides, Forms, Gmail, Calendar, Meet)
• Alignment to our Cultural Commitments and Leadership Competencies (https://bit.ly/4brRrXm)
• Embracing a culture of equity, diversity, reconciliation and inclusion

Work Environment:

• 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 [email protected]. Learn more about our benefits https://bit.ly/COEbenefits.

Up to 1 temporary, benefits eligible that may continue for up to 16 months

As part of our hiring process, selected candidates may be required to complete an assessment to evaluate relevant skills and competencies. 

Hours of Work:  33.75 hours per week

Salary Range: $25.172 - $31.257 (Hourly); $44,346.77 - $55,067.02 (Annually)

Talent Acquisition Consultant: MP /MZ

Classification Title: Word Data Processing Clerk II
Posting Date: Aug 20, 2024
Closing Date: Sept 1, 2024 11:59:00 PM (MDT)
Number of Openings (up to): 1 - Project Term (Up to 36 months) Full-time
Union: CSU 52
Department: Office of the City Manager
Work Location(s): Edmonton

Edmonton is the capital city of the Canadian province of Alberta. Edmonton is situated on the North Saskatchewan River and is the centre of the Edmonton Metropolitan Region, which is surrounded by Alberta's central region.