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Clerk II - Lot Grading and Development Permit Inspections At City Of Edmonton

Location: Edmonton, Alberta

Job Description

Clerk II - Lot Grading and Development Permit Inspections up to 11 months

Job Number

: 36085
As the Clerk II, Lot Grading and Development Permit Inspections, you will handle a variety of complex and diverse work assignments. You will provide support to both Development Permit Inspections team (including Lot Grading, Landscaping and Development Permit Inspections Units) and the Development and Zoning Services section, assisting and backing up the section clerk. Specific tasks include onboarding; organizing calendars; arranging meetings and taking minutes; managing expenses (corporate credit card, expense reports, expense claims, etc.); managing IT hardware and software; updating and maintaining corporate and Google directories; data entry; proofreading and editing various internal and external publications and communications; and other duties as required. You will also handle job responsibilities with little to no supervision.

Duties include:

  • Work with POSSE to enter data in spreadsheets, track violation notices and mail them out
  • Provide extra coverage for Lot Grading Clerks (when able) during the busy season by entering Lot Grading Certificates in POSSE to initiate inspections, booking reinspections upon request, and looking up the status of Lot Grading applications for the customer (while following FOIP protocols)
  • Coordinate building maintenance requests, including furniture and ergocentric seating repairs and other staff operational requirements
  • Manage registration for staff to attend conferences and training
  • Distribute staff incoming mail on rotating basis. Send outgoing mail via registered mail, courier, or regular post
  • Update and maintain Corporate Directory and Google Groups
  • Assist in employee onboarding (computer accounts, workstation setup, access cards, various software access, etc.) and offboarding (wipe cell phone and ipads, return access cards, gather City items, etc.)
  • Assist and support the Section Clerk where required (e.g.vacation and EDO coverage, including support for the Director (calendar, scheduling, emails, etc.), creating binders for council and committee meetings, OneCity Correspondence, etc.)
  • Act as section or area representative on various operational teams as required (e.g. Tenant Rep for Edmonton Tower, OH&S)
  • Order supplies and ensure items ordered complies with the City standard and as per staff request and needs
  • Assist the accounting assistant by providing basic coverage (registered mail, cheque requisitions, etc.)
  • Process Professional Membership fees, employee expense claim and ensure information on the claim form is accurate
  • Order and maintain PPE for Inspectors, including keeping track of when inspectors make claims for particular PPE equipment
  • Track monthly invoices for Land Title Searches and Corporate Registry and ensure expenses are allocated to the appropriate cost centres
  • Manage corporate credit card and make purchases (e.g. supplies, memberships, etc.) as approved, following the Administrative Directive and best practices and submit expense reports
  • Contract/Payment Processing - Create goods receipt in SAP
  • Type, proofread, and edit a variety of internal/external documents (e.g. memoranda, reports, web content,pamphlets/brochures) in a timely manner with a high degree of accuracy in spelling, punctuation, and grammar
  • Coordinate/communicate with cross corporate colleagues to provide assistance with projects and tasks
  • Understand and consult with FOIP office on protocols before releasing any information
  • Manage software and hardware approval/requests, purchase, renewal, and computer refreshes
  • Organize the team/section/leadership meetings, including sending calendar invites, booking the venue, creating the agenda, coordinating with guest speakers, room/tech setup, and taking minutes
  • Related duties as required


Qualifications

:
  • Grade 12 including business subjects with emphasis on general office practices or completion of an appropriate certificate program from an approved business school/college
  • 2 years’ diversified experience in general office practices and procedures including experience with arranging meetings and taking minutes, processing expense claims, and assisting in the instruction of less experienced staff
  • Comprehensive working knowledge of POSSE
  • A high degree of accuracy in spelling, grammar, and punctuation is required
  • Demonstrate a high standard of thoroughness and attention to detail to manage a heavy workload, adjust priorities, and maintain stable performance under pressure
  • Excellent communication (verbal and written), interpersonal, time management, team and organizational skills required
  • Knowledge of City directives, procedures, and processes
  • Must understand FOIP and follow the guidelines before providing information to the public
  • Comprehensive working knowledge of Google apps and Microsoft Suite
  • Working knowledge of SAP, specifically creating Goods Receipt is an asset
  • Use Spin2 and Cores to search for information, order land title certificates, and keep track of invoices
  • Exceptionally strong customer service and teamwork skills
  • Proven ability to book/schedule meetings and prepare required materials where required, while supporting a team of professionals
  • Hire is dependent upon a Police Information Check satisfactory to the City of Edmonton


We are an equal opportunity employer.
We welcome diversity and encourage applications from all qualified individuals.

Up to 1 temporary full-time position for up to 11 months

Hours of Work: 33.75 hours per week

Salary: $23.664 - $29.385 (Hourly)

Recruitment Consultant: SH/VV
Classification Title : Word/Data Processing Clerk II

Posting Date

: Apr 11, 2019

Closing Date

: Apr 18, 2019 11:59:00 PM (MDT)

Number of Openings (up to)

: 1 - Temporary Full-time
Union : CSU 52

Department

: Development Services

Work Location(s)

:
5th Floor Edmonton Tower, 10111 104 Avenue
Edmonton T5J 0J4