Administrative Support to the Deputy Fire Chief Operations and Training Job Listing at City of Edmonton in Edmonton, AB (Job ID 51910)

Description

The City of Edmonton is looking for an Administrative Support Clerk to join our Fire Rescue Services team! We are looking for someone who is highly organized, detail-oriented, and has experience providing administrative support to a team of professionals.

As an Administrative Support Clerk, you will be responsible for providing administrative support to the Deputy Fire Chief of Operations and Training. You will be the first point of contact for the Deputy Fire Chief, and will be responsible for managing their calendar, coordinating meetings and events, and providing general administrative support to the extended teams in each area. You will also be responsible for financial processing, records management, and supply purchasing. 

What will you do?

• Manage the flow of incoming and outgoing correspondence and information through the Deputy Fire Chief's office
• Compile, summarize and send communications to the unit, section and other audiences on behalf of the Deputy Fire Chief
• Manage the Deputy Fire Chief's schedule, including monitoring calendars; prioritizing, shifting and scheduling meetings to allow for preparation, down time and travel time; coordinating appointments among various internal and external stakeholders; sending meeting reminders etc.
• Support the delivery of meetings, including booking rooms, preparing and distributing agendas and meeting materials, booking catering, managing attendance lists and coordinating guests, assisting with meeting logistics (such as running presentations during meetings), taking minutes and following up on action items
• Provide assistance with recruitment efforts in the area, including communicating with candidates, organizing schedules, printing/emailing supporting documents and maintaining strict confidentiality throughout the process
• Format and draft various documents, including memos, minutes, letters, reports, inquiries, presentation slides, emails etc, and ensure Branch alignment in terms of content, priorities and information sharing, seeking guidance and collaboration with the Office of the Fire Chief staff as necessary
• Create, update and maintain Google shared drives, filing structures, employee lists, Google groups and email lists, ensuring confidential information is appropriately accessed
• Coordinate travel and training requests in the area, including managing the travel approval process, booking travel (air fare, car rentals, etc) and/or accommodations, making arrangements for travel credit cards and performing final reconciliation and submission/tracking of reimbursements
• Complete, submit and monitor the progress of various administrative processes, such as workbooks to reallocate staff, acting forms and absence memos
• Provide clerical/computer support to new employees, work experience students and consultants, including initial and general training, coordinating access, time entry support, document and file sharing/access, collecting required information/documentation and other related activities
• Assist with the coordination and execution of Long Service and other Branch-level initiatives and events
• Draft and provide input and maintain procedure manuals of key, routine duties for knowledge transfer and task performance consistency
• Coordinate office equipment and furniture (such as chairs and floor mats) including placing orders and coordinating the accurate delivery/placement/repair
• Monitor and coordinate various administrative support services for the unit, including: coordination of telecommunications, directory updates, stationary/office supply orders, transcription and other related tasks
• Manage unit filing, including maintaining appropriate electronic and hard-copy filing and record keeping standards in accordance with corporate/work area standards, policies and procedures
• Provide clerical/administrative support to the other Deputy Fire Chief Clerk Assistants, Strategic Coordinator and Administrative Assistant working at the Branch level
• Prepare, reconcile and submit the credit card expense claims for Deputy and Assistant Deputy Fire Chiefs and/or unit staff
• Achieve and maintain a Corporate Credit Card for applicable purchases (such as catering, stationary orders, etc)
• Process invoices and create Purchase Orders in the financial system (SAP); manages authorization process and submission to Accounts Payable
• Track and follow up on rejected transactions or missing information
• Reconcile and validate cell phone invoices for the section
• Other duties as assigned