Branch Administrator

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The City of Edmontons Economic Development branch is seeking a dedicated and proactive professional to fill the role of Branch Administrator. Working in a fast-paced environment you will exercise a high degree of judgment and diplomacy while handling confidential and sensitive issues with exceptional attention to detail. This role offers the opportunity to be a critical link in branch operations and a valuable leader within our professional team.

Operating as the central information hub for the Office of the Branch Manager you will deliver senior-level administrative support to ensure the efficiency and responsiveness of branch operations. You will cultivate strong working relationships across the department manage complex business schedules and oversee essential workflow tracking processes. Additionally you will provide guidance on administrative procedures and supervise clerical support staff within the branch.

What will you do

• Deliver complex executive office and calendar management support to the Branch Manager including independently coordinating competing priorities meeting logistics agenda and presentation preparation and daily schedule optimization
• Review track and delegate incoming correspondence and documents within a 24-hour turnaround time ensuring compliance with City policies
• Coordinate council report workflows track timelines draft and edit correspondence and manage a timely list of action items for directors and supervisors
• Supervise coach and guide the Branch Clerk including conducting quarterly performance check-ins and participating in full-cycle human resources activities
• Represent the Branch Manager and Branch positively with the Deputy City Managers Office Mayors Office City Council staff industry groups and community partners
• Coordinate branch administrative functions including payment processing via contracts corporate credit card reconciliations financial tracking office records management and tracking branch equipment/assets
• Provide on-boarding and off-boarding support for staff on behalf of the Branch Manager and compile and update the branch senior leadership team vacation schedule
• Process travel training professional memberships and parking requests while acting as the Corporate Directory Administrator and managing branch contact information Google email groups and organizational charts
• Collaborate on corporate and department process updates lead the logistical planning and organization of large events and support branch culture initiatives like branch engagement sessions employee recognition programs and internal communication tools (for example Economic Development branch google website)
• Maintain comprehensive records management in compliance with Corporate policies the Records Management best practices and FOIP requirements
• Perform other related duties and undertake special projects as assigned by the Branch Manager or Strategic Coordinator

• High School Diploma with business subjects or a relevant certificate
• Minimum of 4 years of progressively responsible administrative experience including supporting senior leadership while handling sensitive high priority workloads and confidential issues
• Experience supervising coaching training or organizing the work of clerical support staff
• Advanced knowledge utilizing corporate software such as GSuite Ariba Centre Suite POSSE or PeopleSoft

Assets

• Experience processing professional service contracts and coordinating corporate credit card transactions
• Experience coordinating governance processes executive briefings or Council documentation
• Experience reviewing improving and implementing administrative procedures workflows or business processes to enhance efficiency and consistency

Skills required for success

• Demonstrated experience independently managing a complex executive calendar involving competing priorities confidential matters short-notice changes and multiple internal and external partners
• Demonstrated experience reviewing and quality assuring documents for completeness accuracy grammar formatting and compliance before distribution or approval
• Exceptional organizational and information management skills with demonstrated ability to maintain accurate records track multiple concurrent workstreams and retrieve information efficiently while ensuring attention to detail
• Skill in proactively evaluating and prioritizing large volumes of changing complex tasks under tight deadlines
• Capacity to exercise a high degree of judgment and diplomacy when dealing with confidential or sensitive data
• Strong verbal and written communication skills tailored for interacting professionally with diverse internal and external collaborators
• Demonstrated ability to identify sensitive issues requiring escalation exercise sound judgement and independently recommend appropriate administrative solutions while working with minimal supervision
• Superior skills in critical thinking accuracy organization initiative and independent decision-making with minimal of day-to-day oversight
• Demonstrated proficiency using multiple enterprise business systems to manage records workflow scheduling and information in a fast-paced administrative environment. Ability to quickly learn new corporate applications and maintain accuracy across multiple platforms
• Alignment to our Cultural Commitments and Leadership Competencies ( a culture of equity diversity reconciliation and inclusion

Conditions of Employment

• Hire is dependent on a Criminal Records Check (CRC) that is satisfactory to the City of Edmonton and there may be a cost associated with this requirement
• Applicants may be tested

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
• This position operates primarily in a sedentary office environment but requires high mental agility to independently navigate changing priorities and urgent directives from City Council or the Executive Leadership Team

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 . Learn more about our benefits to 1 temporary full-time position for up to 18 months in accordance with Article 18.02 of the Collective Agreement

Hours of Work: 40 hours per week

Salary Range: $31.256 - $39.160 (Hourly); $65262.530 - $81766.080 (Annually)

Recruitment Consultant: JF/SO

Edmonton rests in the heart of Treaty Six territory in Alberta and the homelands of the Metis Nation

Required Experience:

Unclear Seniority