All jobs within 50 km around Saskatoon in Administrative Jobs

This role will assist in carrying out business intelligence research and developing reports and documents to guide strategic planning and other strategy-related initiatives. The successful candidate will undertake and assist with activities pertaining to strategic and business planning, data collection of municipal information and documents, summarizing research, developing reports and presentations, and synthesizing a vast array of information and data into a brief. Additional administrative duties will be assigned as needed.
 

Duties & Responsibilities

• Business Intelligence Research: Conduct comprehensive research on municipal trends, opportunities, issues and challenges, and analyze internal and external data to provide actionable insights.
• Report Development: Develop executive summaries, detailed reports and interactive presentations that effectively communicate research findings and strategic recommendations to both technical and non-technical stakeholders.
• Strategic Planning Support: Support the Strategy Team with preparations for strategic planning workshops and meetings.
• Other Duties: Perform other related duties as assigned.

Qualifications

• Completion of three years’ post-secondary education in a field of study related to policy, business, economics, finance, engineering or science. Other fields may be considered.
• Strong analytical skills with the ability to collect, organize, analyze, and disseminate significant amounts of information with attention to detail and accuracy. Experience with research would be an asset.
• Proficient in MS Office (Excel, PowerPoint, Word) and business intelligence software.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team.

The position provides clerical duties for various functions of the City Clerk’s Office. 

Duties & Responsibilities

• Supports and assists Committee Assistants with various City Council, committee and quasi-judicial processes as directed.
• Provides the notices of Council committee meetings and appeals hearings, updates the events calendar with meeting dates, books the meeting space and handles any catering requirements including ordering and set up.
• Assists with the administration of programs, such as but not limited to corporate contracts and subdivisions, quasi-judicial processes, and Special Occasion permit requests.
• Prepares weekly meeting advertisements.
• Books Council Chamber and Committee Room E for the corporation.
• Orders office supplies for the City Clerk’s Office.
• Supports various projects, such as but not limited to revisions to the Municipal Manual, and maintenance of appointments to civic Boards and Committees.
• Responds to a variety of inquiries from civic departments, Council members and the public via email, in person and telephone.
• Performs electronic filing and searching.
• Receives and processes payments, as required.
• Assists with the training of Clerk-Steno 11 staff, as required.
• Participates in various programs and projects of the City Clerk’s Office, including the municipal election, as required.
• Performs other related duties as assigned.

Qualifications

• Graduation from a one-year, post-secondary business-related program.
• Typing speed of 55 w.p.m.
• Three years' progressively responsible related office experience, including customer service experience.
• Knowledge of the organization, function of City divisions and business practices and procedures.
• Ability to handle multiple priorities, organize workload, work independently and with minimal supervision, and meet tight deadlines.
• Ability to communicate verbally and in writing clearly and effectively.
• Ability to complete work in a concise and accurate manner.
• Ability to make decisions in accordance with established policies and procedures.
• Ability to establish and maintain effective working relationships.
• Ability to maintain a high level of confidentiality.
• Demonstrated skill in the use of MS Office suite and Adobe Acrobat in a Windows environment.

Duties & Responsibilities

• Provides senior professional and confidential administrative support services for the Mayor’s Office.
• Facilitates process for Mayor’s Office transparency protocols and reporting requirements.
• Administers and assists with special projects and events hosted by the Mayor’s Office.
• Participates in orientation and training of administrative staff.
• Coordinates, organizes, and assigns the work of administrative staff.
• Prepares and processes a variety of procurement documents in SAP, including Purchase Requisitions, Goods Receipts, and Service Entries, and coordinates payment of travel expenses, car allowances with Accounts Payable.
• Oversees the preparation and monitoring of the Mayor’s Office operating budget.
• Coordinates travel arrangements for Mayor and Mayor’s Office staff.
• Coordinates and maintains an effective and efficient file system of personnel and payroll records.
• Ensures the Mayor’s Office follows all corporate policies and administrative procedures.
• Liaises with City Clerk’s and City Manager’s Offices to ensure consistency and communication regarding City Council business.
• Performs other related duties as may be required.

Qualifications

Education, Training and Experience Requirements

• Degree in Public or Business Administration or related discipline with a minimum of two years’ progressively responsible related experience OR graduation from a recognized business college in business administration or a related field with five to seven years progressively responsible related experience.

Knowledge, Abilities and Skills

• Ability to exercise sound independent judgement and to communicate clearly and effectively both orally and in writing demonstrating skill in adapting diverse communication techniques to evaluate situations and identify problems within established guidelines.
• Demonstrated strong organizational and multi-tasking skills, including the ability to handle large volumes of work and sensitive timelines.
• Demonstrated ability to conduct research on topics as needed and provide summary reports.
• Demonstrated ability to handle sensitive information in a confidential manner.
• Demonstrated initiative, resourcefulness, and the ability to work independently within established policies and procedures.
• Demonstrated ability to provide high level of executive support service in complex and demanding circumstances.
• Demonstrated ability in establishing and maintaining effective working relationships with a wide variety of people (government representatives, elected officials, public, media, and civic staff).
• Thorough knowledge and understanding of municipal, provincial and federal governance and an extensive knowledge of municipal policies, procedures and bylaws.
• Considerable knowledge of protocol associated with municipal government. Considerable knowledge of the principles of office management and modern office systems, methods and procedures.
• Ability to plan and coordinate work of support staff.

Under supervision of the Manager, Customer Services, this position provides clerical support to the Planning and Development Department and oversees records maintenance of the Department’s Information and Records Management System.

Duties & Responsibilities

• Assists in the implementation and maintenance of the Department’s Information and Records Management System.
• Assists with evaluating solutions for improvements in the Department’s Records and Information Management procedures and processes.  
• Assists with establishing goals and priorities, setting standards, and evaluating effectiveness of the operation to achieve greater efficacy of services to ensure the achievement of operational, administrative and legislative requirements.
• Analyzes and identifies Department records to determine appropriate classification and retention.
• Assists with administrative tasks related to requests for information under The Local Authority Freedom of Information and Protection of Privacy Act, including the management of confidential information and records pertaining to the requests.
• Assists staff with training and use of the electronic records and information management software and other day to day records and information related matters.
• Scans, edits and indexes all documentation. Maintains proper filing system of documents according to the corporate filing policy.
• Types, formats and processes a variety of Department correspondence, manuals and reports, from written copy and electronic sources.
• Participates in continuing records management education, e.g., Association of Records Managers and Administrators seminars.
• Performs other related duties as assigned.

Qualifications

Education, Training and Experience Requirements:

• Grade 12 education.
• Graduation from a business college.
• Typing speed of 55 w.p.m.
• Three years' diversified and progressively responsible office experience.

Knowledge, Abilities and Skills:

• Considerable knowledge of business English and arithmetic.
• Considerable knowledge of modern office practices and procedures.
• Knowledge of the terminology used in building design and construction.
• Ability to establish and maintain effective working relationships.
• Ability to prioritize duties and responsibilities.
• Ability to make decisions in accordance with established policies and procedures.
• Skill in the operation of a computer with word-processing, spreadsheet and database software. 

Under supervision of the Administrative Coordinator, this position performs general administrative duties for the Project Services section of the Facilities Management Department.

Duties & Responsibilities

• Acts as the Receptionist, including answering telephone and in-person enquiries, arranging meetings,preparing agendas, and taking and transcribing minutes, as required.
• Processes, records and prepares Purchasing Orders, Quotes, Tenders and Proposals, memos and reportsDistributes documents to other departments.
• Maintains office files and ensures all information is entered in an accurate and timely fashion.
• Enters and edits vendor information in the appropriate program.
• Prepares a variety of correspondence for internal and external use.
• Orders supplies as required.
• Enters, tracks and verifies vacation balances, hours worked and other related payroll information.
• Performs other related duties as assigned.

Qualifications

Education, Training and Experience Requirements

• Grade 12 education.
• Graduation from a business college.
• Typing speed of 55 w.p.m.
• Two years' diversified general office experience.

Knowledge, Abilities and Skills

• Knowledge of business English and arithmetic.
• Knowledge of modern office practices, procedures and equipment.
• Ability to make arithmetic calculations rapidly and accurately.
• Ability to understand and execute oral and written instructions.
• Ability to deal courteously and tactfully with suppliers, the public and other civic employees.
• Skill in the care and operation of office equipment, including a computer with word-processing, spreadsheet and database (SharePoint) software.

Under the supervision of the Facility Manager: Maintenance Support, this position performs a variety of technical and administrator duties related to contract administration.

Duties & Responsibilities

• Oversees and inspects contracted services performed by suppliers and ensures these services conform to specifications, safety policies, work procedures, departmental policies, and related legislation and guidelines.  
• Monitors and processes invoices to ensure they accurately reflect the work completed, that expenditures are within approved budgets, and suppliers are paid as per their respective contracts.  
• Assists with the development of contract specifications.
• Supervises staff involved in the inspection of the work completed by contractors and updating contract files.
• Investigates and responds to enquiries from the public, civic departments and Facilities staff and proposes mutually agreeable solutions to problems.
• Maintains records related to contracts administration.
• Ensures that all contractors adhere to all Corporate and Department policies, procedures, standards and relevant legislation.  
• Coordinate work activities and communicates requirements to internal and external stakeholders. 
• Assists with the development of long- and short-range planning for Blanket Purchase Orders, Standing Offers and Supplier Rosters as they pertain to the City of Saskatoon Purchasing Policy. 
• Communicates with management on work progress and advises on problems that occur in the field.
• Provides technical support for contracts being administered. 
• Supports and promotes the health and safety of employees and the general public in accordance with the Saskatchewan Employment Act, Saskatchewan Health Regulations and Standards, Occupational Health & Safety Regulations and the City of Saskatoon’s administrative Occupational Health & Safety policies and departmental procedures.  Maintains and monitors programs which affect public and employee health and safety.
• Performs other related duties as assigned.

Qualifications

• Grade 12 education.
• Graduation from a two-year, post-secondary business  related program, with five years’ related experience in contract management including procurement, specification development, contractor performance management and invoice payment. 

OR

• Graduation from a one-year, post-secondary business related program, with six years’ related experience in contract management including procurement, specification development, contractor performance management and invoice payment. 
• Possession of Facility Management Professional (FMP) is preferred.
• Possession of a valid Class 5 Saskatchewan Driver’s Licence.
• Current driver’s abstract demonstrating a safe driving record.
• A vehicle suitable for use in the performance of duties is required.
• Possession of, or ability to obtain, a valid first aid certificate.
• Knowledge of the City of Saskatoon Purchasing Policy (C02-045). 
• Knowledge of current corporate contract and document filing processes and practices. 
• Ability to communicate effectively both orally and in writing.
• Knowledge of The Saskatchewan Employment Act.
• Ability to work with minimal supervision.
• Ability to establish and maintain effective working relationships with staff, contractors and the public.  
• Ability to establish and enforce work standards including safe conduct on the job.
• Skill in use of computers with related software applications.

Job Summary

Under supervision of the Clerical Supervisor 13, this position performs clerical, reception and office administration duties.

Duties & Responsibilities

• Screens in-person and telephone inquiries and determines appropriate initial action.
• Responds to a variety of email enquiries pertaining to Parks Service levels, City Tree and Urban Forestry, Pest Management and Park Access Permit programs and generates service requests to the appropriate program staff.
• Coordinates and provides reception and administrative support services, including ordering office supplies to maintain inventory levels and ordering courier services.
• Enters data into various databases, ensures its accuracy, and produces reports, contracts and labels.
• Prepares a variety of documents, including confidential reports, manuals, newsletters, web documents, PowerPoint presentations, etc.
• Controls and records the approvals, payments and keys for the Garden Plot Program, as well as generating approval letters for the participants.  
• Maintains records of office expenditures, e.g. supplies, courier service and photocopying, for budget estimates.
• Maintains the centralized office filing system, including confidential documents as well as assisting with maintaining staffing master data spreadsheet.
• Arranges and confirms appointments. 
• Sorts and distributes incoming and outgoing mail.
• Performs other related duties as assigned.

Qualifications

• Grade 12 education.
• Graduation from a business college.
• Typing speed of 55 w.p.m.
• Two years' diversified experience in general office procedures.
• Considerable knowledge of business English and arithmetic.
• Considerable knowledge of modern office practices and procedures.
• Demonstrated ability to work with newcomers/ immigrant population
• Ability to take accurate minutes of meetings.
• Ability to make arithmetic calculations rapidly and accurately.
• Ability to make decisions in accordance with established policies and procedures.
• Ability to work with minimum supervision and to prioritize duties and responsibilities.
• Ability to communicate effectively orally and in writing.
• Ability to establish and maintain effective working relationships.
• Ability to maintain confidentiality.
• Demonstrated skill in the use of a computer using the Microsoft Office Suite.

Job Summary

This position provides a high standard and professional level of confidential administrative and executive secretarial support to the City Solicitor and the management team of the department.    

Duties & Responsibilities

• Provides confidential administrative and executive secretarial support to the City Solicitor and the related management team.
• Coordinates all administrative aspects for the City Solicitor, including scheduling appointments, processing mail and other documentation, maintaining the City Solicitors filing system, and arranging meetings and travel details.
• Researches, assembles, proofreads and edits reports and correspondence pertaining to City Council and Committees of Council. Provides guidance to report writers in the City Solicitors office, ensuring corporate standards and governance structure are met and adhered to. 
• Conducts policy research and prepares materials including reports for the City Solicitor, City Clerk, City Administration, City Council and Committees of Council under the supervisor of the City Solicitor. 
• Receives, monitors and coordinates appropriate action for responses to Councillor and senior administrative leader inquiries.
• Receives, screens and expedites telephone, written and in-person inquiries from the public and internal staff for the City Solicitor and determines appropriate action and follow-up to ensure all inquiries have been addressed.  Monitors the City Solicitor’s email and communication in the absence of the City Solicitor and advises the City Solicitor of urgent matters.
• Provides leadership and assists the Law Office Manager with the supervision, support and direction of administrative staff to ensure consistent and efficient delivery of administrative services while ensuring office standards are met.  Collaborates with the Law Office Manager to coordinate all matters pertaining to the City Solicitor.
• Prepares, edits and circulates a variety of correspondence, including labour relations, disciplinary and other confidential matters on behalf of the City Solicitor and the office management team.  Prepares and distributes agendas and minutes for meetings lead by the City Solicitor (e.g. Leadership Team Governance Sub-Committee, Directors meetings, lawyers meetings, etc.)
• Reviews and briefs City Council, GPC and Leadership Team agendas and materials for all meetings attended by the City Solicitor. 
• Prepares, coordinates and maintains the bring-forward master list for inquiries and action requests from City Council and Committees of Council for the City Solicitor. 
• Plans, organizes, coordinates and monitors special projects, programs or events as required.
• Performs other related duties as assigned.

Qualifications

• Grade 12 education. 
• Graduation from a business college.
• Typing speed of 55 w.p.m.
• An equivalent combination of education (i.e. a degree in public administration, political studies, etc.) and experience will be considered.
• Four to six years’ related experience at a senior administrative/secretarial level.
• Demonstrated initiative, resourcefulness, and strong organizational skills.
• Ability to communicate effectively, orally, and in writing, including the facilitation and presentation of information.
• Ability to deal with sensitive information in a confidential manner.
• Ability to multi-task and prioritize duties and responsibilities in a fast-paced environment with multiple deadlines.
• Ability to research, analyze, interpret, compile, and coordinate information to create correspondence and reports with a high degree of accuracy and efficiency.
• Ability to establish and maintain effective working relationships with other civic employees and elected officials.
• Ability to deal courteously and tactfully with the public, elected officials, Department staff, and other civic employees.
• Ability to work with minimal supervision.
• Skill in the operation of office equipment, including the current Microsoft Office suite.

Under supervision of the Clerk Supervisor 13, this position performs clerical, reception and office administration duties. As part of the Community Development team, this position supports Social Development and Neighbourhood Services, Public Art and the Local Immigration Partnership program.

Duties & Responsibilities

• Prepares a variety of documents, including confidential reports, manuals, newsletters, web documents, PowerPoint presentations, etc.
• Enters data into various databases, ensures its accuracy, and produces reports, contracts and labels.
• Develop and maintain spreadsheets for various programs and services including program registrations, summer staff hiring, community program summaries and supplies inventories.
• Screens in-person and telephone inquiries and determines appropriate initial action.
• Acts as recording secretary for variety of staff meetings and, as required, for meetings with various other groups.
• Coordinates and provides reception and administrative support services, including ordering office supplies to maintain inventory levels and ordering courier services.
• Maintains records of office expenditures, e.g. supplies, courier service and photocopying, for budget estimates.
• Maintains the centralized office filing system, including confidential documents.
• Arranges and confirms appointments. 
• Sorts and distributes incoming and outgoing mail.
• Performs other related duties as assigned.

Qualifications

Education, Training and Experience Requirements

• Grade 12 education.
• Graduation from a business college.
• Typing speed of 55 w.p.m.
• Two years' diversified experience in general office procedures.

Knowledge, Abilities and Skills

• Considerable knowledge of business English and arithmetic.
• Considerable knowledge of modern office practices and procedures.
• Demonstrated ability to work with newcomers/ immigrant population
• Ability to take accurate minutes of meetings.
• Ability to make arithmetic calculations rapidly and accurately.
• Ability to make decisions in accordance with established policies and procedures.
• Ability to work with minimum supervision and to prioritize duties and responsibilities.
• Ability to communicate effectively orally and in writing.
• Ability to establish and maintain effective working relationships.
• Ability to maintain confidentiality.
• Demonstrated skill in the use of a computer using the Microsoft Office Suite.

Job Summary

Under the supervision of the Access Transit Supervisor, this position performs a wide range of functions related to the efficient delivery of special needs transportation services.

Duties & Responsibilities

• Receives booking requests via telephone, email, webmail, and fax.
• Schedules, cancels, and modifies customer requests to achieve efficient and effective trips 
• Communicate live changes to manifests to drivers using on board technology or two way radio
• Manages the use of third party transportation providers as required 
• Communicates with customers, drivers, other transit team members, and health care professionals.
• Optimize trip schedules to ensure the most efficient use of resources on a day to day basis.
• Maintains customer files by entering and revising data as required.
• Provides accurate policy and procedure information as required.
• Provides emergency coordination in case of an accident or other road incident.
• Maintains accurate trip information and ensures performance indicators are captured.
• Assists with the training and orientation of new staff.
• Performs other related duties as assigned.

Qualifications

•    Grade 12 education with three years progressively responsible experience in radio operations, scheduling and dispatch within the transportation delivery service, telephone service, customer service and working with people with disabilities. 
OR 
•    Graduation from a one year business related program with two years progressively responsible experience in radio operations, scheduling and dispatch within  the transportation delivery service, telephone service, customer service and working with people with disabilities 
•    Typing speed of 55 wpm
•    Considerable knowledge of modern office practices and procedures.
•    Knowledge of the City of Saskatoon geography would be considered an asset.
•    Knowledge of scheduling and dispatching procedures.
•    Demonstrated ability to handle cash according to acceptable cash handling practices
•     Ability to make decisions in accordance with established policies and procedures
•    Knowledge of, and empathy with, the transportation needs of persons with disabilities and the elderly.
•    Demonstrated ability to participate effectively as a member of a team.
•    Demonstrated ability to prioritize duties and responsibilities and work with minimal supervision
•    Demonstrated ability to manage and maintain the integrity of various databases.
•    Demonstrated ability to express ideas effectively, orally and in writing.
•    Demonstrated ability to solve complex problems and manage conflicts in a positive and timely manner.
•    Demonstrated ability to maintain effective working relationships with the public, other professionals in various fields, co-workers and civic officials.
•    Demonstrated ability in the operation of a computer with word-processing, spreadsheet, and database. 

Additional Requirements

Shift work and weekend work are involved.