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If you are committed to public service, enjoy collaborating with others, share our values and have a desire to learn and grow, join The City of Calgary. City employees deliver the services, run the programs and operate the facilities which make a difference in our community. We support work-life balance, promote physical and psychological safety, and offer competitive wages, pensions, and benefits. Together we make Calgary a great place to make a living, a great place to make a life.

The City is committed to fostering a respectful, inclusive and equitable workplace which is representative of the community we serve. We welcome those who have demonstrated a commitment to upholding the values of equity, diversity, inclusion, anti-racism and reconciliation. Applications are encouraged from members of groups that are historically disadvantaged and underrepresented. Accommodations are available during the hiring process, upon request.

Reporting to the Administrative Lead, this position is responsible for providing confidential administrative/technical support and services to the Manager of the Transit Service Support division and the divisional Coordinators/Team Leads. Primary duties include:

  • Coordinate receipt, processing and distributing of all incoming correspondence and email inquiries including confidential material and confidential labour relations information.
  • Prepare and ensure all correspondence, tenders, specifications, reports and bulletins meet corporate format standards; responsible to edit for procedural and grammatical accuracy.
  • Process retirements and resignations (employee separations) and coordinate onboarding of new employees.
  • Maintain office equipment, stock and order office supplies.
  • Coordinate and schedule grievance hearings and discussion meetings with the Manager, union executives, Human Resources, Coordinators/Team Leads and Supervisors.
  • Organize all aspects of divisional meetings, including catering, coordinating, taking and distributing minutes.
  • Coordinate divisional travel needs including reservations, booking, payments and records.
    Review, verify, coding and recommending invoices for payment approval of the Manager.
  • Act as a liaison between Coordinators/Team Leads and the Manager.
  • Prepare and arrange approvals of expense reports for the Manager.
  • Manage the Manager’s calendar.
  • Relieve the Spring Gardens reception position as well as relief for the Administrative Lead and the Administrative Assistant to the Director.
    Other duties as required.

Qualifications

  • A completed 1-year certificate in Office and/or Business Administration or a closely related field with at least 3 years of related administrative support experience.
  • Intermediate level of proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, and Teams).
  • Experience with PeopleSoft Time and Labor, Financial Supply Chain management (FSCM), and/or Human Capital Management (HCM), Hastus, and ARIBA is considered an asset.
    An understanding of the Freedom of Information and Protection of Privacy (FOIP) Act Policy is considered an asset.
  • Effective communication, sound judgment in decision making, and excellent time management skills.
  • A professional approach when addressing issues in a sensitive and confidential manner and an aptitude for completing work effectively, accurately, and multi-tasking.

Pre-employment Requirements

  • Applicants will be tested for appropriate skills.
  • Successful applicants must provide proof of qualifications.

Union: ATU Local 583
Business Unit: Calgary Transit

Position Type: 1 Temporary (up to 18 months)
Location: 928 32 Avenue NE

Compensation: $31.22 – 41.77 per hour
Days of Work: This position typically works a 5 day
work week, with 1 day off in each 3 week cycle.

Hours of work: Standard 35 hour work week

Audience: Internal/External
Apply By: November 29, 2024

Job ID #: 310908

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