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Form of workIf you are committed to public service, enjoy collaborating with others, share our values and have a desire to learn and grow, joinThe 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 the Project Administrator, you will provide day to day and specialized administrative support to Project Managers, Coordinators, and Leaders as part of the Buildings and Architecture team within Public Spaces Delivery. 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 Manager to resolve.
- Draft City of Calgary form responses (such as procurement and transfer forms) for the Project Manager.
- Liaise with vendors regarding invoicing, as required.
- Book internal and external meetings and prepare agendas and meeting minutes as necessary.
- Create requisitions, purchase orders, and coordinate project requirements.
- Process accounts payable invoices, track status, and confirm vendor payment as requested.
- Create reports from PeopleSoft/Business Objects and databases, maintain master project records and base information, and administer and update SharePoint.
- Maintain current process models, validating links and managing comments for improvement.
- Provide ongoing support and user training for systems.
Qualifications
- A completed 1 year certificate in Administration or a related field plus at least 5 years of related experience, preferably in design and construction.
- Intermediate proficiency with Microsoft Office (Excel, Word, Outlook, and PowerPoint) is an asset.
- Previous experience using PeopleSoft Financial and Supply Chain Management, Business Objects, and SharePoint (or equivalent systems) is an asset.
- Experience working in a building design and construction and/or project management environment will be considered an asset.
- Working understanding of accounting and experience in financial reconciliation will be considered assets.
- You can think strategically, multitask, and manage changing priorities.
- The successful candidate will have exceptional communication and interpersonal skills, along with strong planning and organizing skills and the ability to build and maintain relationships.
- Demonstrated customer focus, problem solving abilities and a strong attention to detail are essential.
Pre-employment Requirements
- Successful applicants must provide proof of qualifications.
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