Administrative Coordinator, New Initiatives & Ballot Accounting

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Job Description


Job title: Administrative Coordinator, New Initiatives & Ballot Accounting

Company: City of Edmonton

Job description: Play a pivotal role in the upcoming 2025 Edmonton Election!The Edmonton Election is a large-scale, complex, highly legislated civic project that is held every four years, featuring tight timelines and a broad range of stakeholders. It is a project that requires agility, precision, and dedication, offering a unique opportunity to contribute to a process that enables Edmontonians to vote for Mayor, Council, and Edmonton Public or Edmonton Catholic school board trustees.We are seeking a highly organized and detailed-oriented Administrative Coordinator to provide comprehensive support to our New Initiatives & Ballot Accounting team. Reporting directly to the Manager, New Initiatives & Ballot Accounting, you’ll play an important role in managing the manager’s calendar and emails while ensuring alignment with team objectives and priorities. Additionally, you’ll provide comprehensive administrative support to the team, coordinate stakeholder meetings and engagement sessions, and act as a point of contact for external stakeholders liaising with the team.What will you do?

  • Coordinate meetings and events by planning, organizing, and scheduling attendees, rooms, and resources
  • Prepare agendas and materials, informing and preparing participants
  • Monitor and filter Manager’s emails, identifying items requiring action, decisions, or information
  • Transcribe meeting minutes and actionables during meetings with stakeholders. Assist with voter registration and Recount Centre mock trials, including setting up training sessions, printing relevant documents, scheduling meeting rooms, taking meeting minutes
  • Support Local Political Party, Slates, and Third Party Advertisers (TPA) registration processes by answering emails, phone calls and faxes
  • Support Local Political Party and Slates, and TPA financial disclosure processes by answering emails, phone calls and faxes.
  • Maintain records related to ballot accounting in compliance with legislative guidelines
  • Support the Ballot Accounting Oversight & Recount Readiness team in recruiting temporary staff by coordinating interview setups as needed
  • Assist in setting up the Elections Recount Centre, ensuring all equipment and resources are available

Qualifications

  • Completion of grade twelve (12) including business subjects related to word and information processing and training in computer applications
  • 2+ years experience working in an administrative capacity at the City or a large organization or municipality
  • Knowledge of office practices, records keeping, customer service skills and dealing with the public

Assets:

  • SAP Ariba (or similar purchase order system)
  • Ariba (or other type of contract management software)

Skills required for success:

  • Strong verbal and written communication skills
  • Experience maintaining an effective records management system
  • Experience working in an environment with changing priorities each day along with a change in workflow according to project timelines and milestones
  • Understanding of general office procedures, practices and equipment
  • Able to maintain a general level of understanding of the Local Authorities Election Act
  • Able to oversee and supervise the work of other administrative support staff
  • Able to deal with the public and internal contacts in a professional manner
  • Able to complete data entry tasks quickly and accurately
  • Knowledge of set up, refresh and inventory for various devices (phones, tablets, laptops) and equipment with the ability to troubleshoot when issues arise
  • Intermediate proficiency with office suites; Google Suite (Docs, Sheets, Slides, Forms, Gmail, Calendar, Meet) preferred
  • Alignment to our Cultural Commitments and Leadership Competencies

) * Embracing a culture of equity, diversity, reconciliation and inclusionConditions of Employment:

  • 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.
  • Possible Evening and Weekend Work. Availability to work evenings and weekends may be required during peak periods to ensure operational efficiency and meet business demands.

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 benefitsUp to 1 temporary full-time position for up to 11 months
As part of our hiring process, selected candidates may be required to complete an assessment to evaluate relevant skills and competencies.Hours of Work: 33.75 hours per weekSalary Range: $25.172 – $31.257 (Hourly)Talent Acquisition Consultant: MP/MZ.Edmonton rests in the heart of Treaty Six territory in Alberta and the homelands of the Metis Nation.

Expected salary: $25172 – 31257 per year

Location: Edmonton, AB

Job date: Thu, 21 Nov 2024 23:46:36 GMT

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