Administrative Support Clerk Full-time Job

This role offers administrative support to Edmonton Fire Rescue’s Fire Prevention, Public Education, and Fire Investigations areas. It involves serving as the primary point of contact, managing information flow, tracking assigned tasks, coordinating with city personnel, agencies, and Fire Rescue officials, and providing diverse clerical and administrative assistance to ensure smooth day-to-day operations. 

Operating independently, you'll exercise judgment and initiative to deliver high-quality work promptly. Proficiency in administrative practices is crucial, along with the ability to collaborate effectively within the administrative team. You'll make independent decisions regarding various tasks and contribute to the overall objectives of the Branch. Success will be gauged by your ability to deliver results promptly while maintaining a respectful, inclusive, and service-oriented approach.

With a focus on the City of Edmonton’s Cultural Commitments to be Safe, Helpful, Accountable, Integrated and Excellent.

• Administrative Support to the section
• Provide support for Assistant Deputy Chief, Fire Marshal, and Chief of Investigations
• Provide support as needed to the EFRS Leadership Team
• Take meeting minutes and create meeting agendas
• Manage the flow of incoming and outgoing correspondence, ensuring that documents are recorded and managed according to policy and procedures
• Voicemails and emails from email accounts monitored by Clerical staff, forwarding to the appropriate area
• Research, draft, edit and prepare internal and external correspondence and reports for the Assistant Deputy Chief, Fire Marshal, Assistant Fire
• Marshals signature/approval including bulletins, letters,and memos
• Support the EFRS Community Property Safety team daily with scheduling, assigning priority tasks, reviews, billing, inquiries, stat collection, and other tasks as assigned
• Intake and process fire report requests. Working with corporate access and privacy on report requests that require their involvement
• Complete monthly billing for Fire Prevention entry into SAP for false alarms, 2nd reinspections, permits, and any other required billing or cost recovery
• Process false alarm information, including:  tracking, data entry (posse), create and send letters
• File weekly reports from Fire Investigations
• Scan documents and attach in Target 911 and Posse
• Administrator of G Drive, email accounts, Google shared drives
• Respond or re-route calls from the public and other agencies regarding complaints, information requests and policies and procedures
• Perfom other related duties as assigned 

Qualifications

• Completion of Grade 12, including business subjects related to word and information processing 
  OR 
• Completion of an appropriate certificate program from an approved business school/college
• Minimum of two (2) years of progressively responsible and diversified work/information processing experience
  OR 
• Minimum of two (2) years of progressively responsible and diversified data entry experience, including general office procedures
• Good working knowledge of Posse, SAP/Ariba (Enterprise Commons), Peoplesoft
• Time management skills with the ability to set priorities while dealing with a wide variety of concurrent tasks and competing deadlines
• Strong organization skills with the ability to effectively manage calendar requests
• Ability to deal with confidential information with a high degree of judgment and discretion
• Ability to summarize and prepare required material including meeting minutes
• Excellent proofreading skills (grammar, punctuation, spelling) with a high degree of accuracy
• Demonstrated proficiency in the use of Google Suite
• Strong written and verbal communication skills
• Knowledge of City of Edmonton Policies and Procedures
• Demonstrate alignment with the Cultural Commitments of Safe, Helpful, Accountable, Integrated and Excellent, fostering an environment for others to do the same. For more information on the City’s Cultural Commitments, please visit edmonton.ca/our-culture
• Demonstrate the foundational competencies, key behaviours and attributes of the City’s six leadership competencies: Courage, Inclusivity, Values-Based Influencer, Collaborative Networker, Systems Thinker and Creative Innovator.  For more information on the City’s leadership competencies, please visit edmonton.ca/our-culture
• Applicants may be tested 

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 [email protected].

Up to 1 permanent position available 

Hours of Work: 33.75 hours per week

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.

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.

Salary: $23.960 - $29.752 (hourly); $42,211.530 - $52,415.590 (Annually)

Talent Acquisition Consultant: RD/JF

Classification Title: Word/Data Processing Clerk II
Posting Date: May 08, 2024
Closing Date: May 18, 2024 11:59:00 PM (MDT)
Number of Openings (up to): 1 - Permanent Full-time
Union: CSU 52
Department: Office of the City Manager
Work Location(s): Station 42 (Fire), 10565-105 Street Edmonton T5H 2W8

Edmonton (/ˈɛdməntən/ ED-mən-tən) 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. The city anchors the northern end of what Statistics Canada defines as the "CalgaryEdmonton Corridor", a region spanning between Edmonton and the city of Calgary, Albertas largest city, which includes the many smaller municipalities between the two.[14]
As of 2021, Edmonton had a city population of 1,010,899 and a metropolitan population of 1,418,118, making it the fifth-largest city[15][16] and sixth-largest metropolitan area (CMA) in Canada.[17][18] Edmonton is both the northernmost city and metropolitan area in North America to have a population of over one million.[19] A resident of Edmonton is known as an Edmontonian.