Administrative Support to the Deputy Fire Chief Operations and Training

Job Responsibility: Job Number : 51910

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

Qualifications :

• High School Diploma, including business subjects with an emphasis on general office practices, or completion of an office administration certificate
• Minimum of 2 years of progressively responsible and diversified word/information processing experience, including providing clerical support to a team of professionals, creating and formatting documents, maintaining records, managing calendars/correspondence, preparing expense statements and/or performing financial processing

Assets:

• Experience working with City enterprise applications such as SAP, Ariba, etc. is an asset

Skills required for success:

• Knowledge of applicable policies, rules, regulations and procedures of the department; understanding of operational and unionized environments is preferred
• Demonstrated ability to work independently and actively participate as a member of a larger team
• Ability to perform tasks with a high level of political sensitivity and accuracy, and in accordance with established policies, procedures and formats
• Ability to manage a large volume of work with diverse and sometimes conflicting demands and timelines, including strong prioritization and time management skills
• Ability to establish and maintain effective working relationships with a focus on balancing competing requirements within the various units and ensuring service is delivered accordingly
• Ability to perform basic mathematical and financial calculations, including ability to manage financial processes such as invoice payment and account reconciliations
• Excellent verbal and written communication skills
• Strong organizational and writing skills, including the ability to create meeting agendas, coordinate meeting guests and rooms, prepare meeting materials and presentations, take minutes and create/maintain a tracking system for action items
• Strong interpersonal skills, including the ability to interact with internal and external stakeholders with tact and professionalism
• Proficiency in applicable software such as Google Workspace (Gmail, Calendar, Sheets, Doc, Slides, Forms etc) and the ability to adapt to and learn new evolving technology
• Ability to maintain and prepare moderately complex records and reports
• Ability to make decisions in accordance with established policies and procedures
• Problem solving skills, including the ability to resolve conflict in a collaborative, professional manner
• Proven ability to effectively handle confidential information using discretion and following all City requirements
• Ability to build and maintain relationships with a variety of internal and external stakeholders
• Alignment to our Cultural Commitments and Leadership Competencies (
• Embracing a culture of equity, diversity, reconciliation and inclusion

Conditions of Employment:

• Hire is dependent on a Criminal Records Check (CRC) security clearance that is satisfactory to the City of Edmonton and is a requirement of this position. There may be a cost associated with this requirementValid Alberta Class 5 driver's licence (or provincial equivalent). Obtaining and maintaining a City Driver's permit is a requirement of this position

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 View email address on ca.edajobs.com . Learn more about our benefits

Up to 1 permanent full-time position

Hours of Work: 40 hours per week Salary Range: $23.787 - $29.534 (Hourly); $49,667.260 - $61,666.990 (Annually) Talent Acquisition Consultant: PC/MM .Edmonton rests in the heart of Treaty Six territory in Alberta and the homelands of the Metis Nation.

Classification Title : Clerk II Posting Date : Mar 5, 2025 Closing Date : Mar 19, 2025 11:59:00 PM (MDT) Number of Openings (up to) : 1 - Permanent Full-time Union : CSU 52 Department : Fire Rescue Services Work Location(s) : Station 1 (Fire), 10351 - 96 St Edmonton T5J 3R8