Project Administrative Assistant Job at City of Calgary
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.
As a Project Administrative Assistant, you will provide day to day and specialized administrative support to Water Services Maximo Project Managers, Coordinators, and the WATSUN Program Managers. Primary duties include:
- Prepare documents and correspondence (for example: letters, memos, charts, PowerPoint presentations and legal documents).
- Edit and format documents initiated by others and work to prepare a final version.
- Perform financial reconciliation for general ledger entries and project manager tracking sheets. Audit and identify discrepancies for the Project Managers to resolve.
- Draft City of Calgary form responses (such as procurement and transfer forms) for the Project Manager.
- Liaise with vendors, as required.
- Book internal and external meetings and prepare agendas and meeting minutes as necessary.
- Create requisitions, purchase orders, and coordinate project requirements for Supply and other business units as necessary.
- Maintain master project records and base information and administer and update SharePoint or Teams.
- Oversee the project filing system.
- Maintain current process models and other project artifacts, validating links and managing comments for improvement.
Qualifications
- A completed 2 year diploma with at least 3 years of related experience is required.
- Intermediate proficiency with Microsoft Office (Excel, Word, Outlook, MS Project and PowerPoint) is an asset.
- Previous experience using PeopleSoft Financial, and Supply Chain Management, Business Objects, and SharePoint (or equivalent systems) will be considered an asset.
- Experience working on a complex project and in particular a technology implementation project will also be an asset.
- Ability to multitask and manage constantly changing priorities.
- Exceptional communication and interpersonal skills with the ability to build and maintain relationships.
- Demonstrated customer focus, problem solving abilities and a strong attention to detail are essential.
Pre-employment Requirements
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Successful applicants must provide proof of qualifications.
Union: CUPE Local 38
Business Unit: Water Services
Position Type: 1 Temporary (up to 18 months)
Location: 625 25 Avenue SE
Compensation: Pay Grade 7 $33.33 - 44.60 per hour (2023 Rates)
Days of Work: This position works a 5 day
work week with one day off in a 3 week cycle.
Hours of work: Standard 35 hour work week
Audience: Internal/External
Apply By: January 9, 2023
Job ID #: 306656
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