Administrative Support Clerk - Revised Job Listing at City of Edmonton in Edmonton, AB (Job ID 52309)

Description

The City of Edmonton is seeking a highly organized and detail-oriented individual to fill the role of Administrative Support Clerk within the Fire Rescue Services (EFRS) Community Safety and Risk, Fire Prevention and Education department. This position will provide administrative support to the Assistant Deputy Chief, Fire Marshal, and Assistant Fire Marshals, ensuring the smooth day-to-day operation of the area. 

As an integral part of the EFRS team, the Administrative Support Clerk will manage a broad range of clerical and administrative tasks. This includes managing correspondence, coordinating meetings, processing financial information, and providing support to various staff members. The successful candidate will have a strong ability to multitask, prioritize work effectively, and maintain a high level of accuracy in a fast-paced environment. This role requires excellent communication and interpersonal skills, as well as a commitment to providing exceptional customer service. 

What will you do?

• Provide administrative support to the Assistant Deputy Chief, Fire Marshal, and Assistant Fire Marshals, including managing correspondence, scheduling meetings, and preparing reports
• Manage the flow of incoming and outgoing correspondence, ensuring that documents are recorded and managed according to policy and procedures 
• Process financial information, including monthly billing and expense reports
• 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
• Manage incoming requests for the release of documents, ensuring compliance with relevant laws, regulations, and organizational policies
• Collaborate effectively with stakeholders to ensure compliant and efficient routine disclosure, as well as redacting confidential or sensitive information as needed
• Maintaining records of all requests and disclosures
• Coordinate meetings and events, including booking venues, preparing agendas, and taking minutes
• Provide support to other staff members as needed, including assisting with projects and covering for absences 
• 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
• Other duties as assigned