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 Divisional Administrator supporting the Information Technology (IT) Business Unit with administrative tasks relating to recruitment and onboarding, coordinating first aid training and safety orientation, purchase orders and accounting/credit card reconciliation. You will support Provincial Certificate of Recognition (COR) audit readiness and provides business continuity, support and backup for activity within the Distribution Services & Mailroom. Primary duties include:

• Assist with arranging interviews, preparing interview packages, and ensuring completion of recruitment paperwork for Human Resources.
• Coordinate pre-employment security clearances with vendors and monitor clearance costs for recovery.
• Track new hire orientation registration, arrange quarterly meet-and-greet sessions, and remind leaders of probationary reviews.
• Organize annual first aid and safety orientation training, track participation, and maintain first responder lists.
• Schedule and manage quarterly safety inspections, coordinate ergonomic assessments, and ensure necessary worksite modifications are implemented.
• Maintain and update safety documentation (e.g., IT safety library, job hazard assessments) for audit readiness and distribute monthly safety moments.
• Track invoices, maintain purchase order workflow, and assist with budget-related activities, including international purchase regulations.
• Reconcile corporate credit card transactions for managed service vendors and provide administrative support for IT parking and on-demand requests.
• Assist with large volume printing/mailing statistics, run audit reports, and monitor accounts for necessary adjustments.
• Coordinate with vendors for print, mailing, and porter services, monitor supplies, and place orders.
• Run Electronic Statement of Mailings (ESOMs), reconcile postage balances, investigate discrepancies, and assist with courier coordination during elections.

Qualifications

• A completed 1 year certificate in office/business administration or related and at least 5 years of experience in office administration including experience applying accounting principles to support finance related processes; OR
• A completed 2 year diploma in office/business administration or related and at least 3 years of experience as stated above.
• Intermediate level of proficiency in Microsoft Office (Excel, Outlook, PowerPoint, Word) will considered an asset.
• Experience in workplace safety, senior administrative support, financial or mail distribution environments would be considered assets.
• Success in this position requires exceptional customer service and teamwork skills, excellent communication abilities, political acumen, strong planning and organizational skills, and the capacity to multitask while maintaining accuracy and attention to detail.

**Working Conditions:**Central Mailroom facility environment with lifting of up to 50lbs.

Pre-employment Requirements

• Successful applicants must provide proof of qualifications.

Union: CUPE Local 38

Business Unit: Information Technology

Position Type: 1 Permanent

Location: 800 Macleod Trail SE

Compensation: Pay Grade 7 $36.60 - 48.97 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: March 19, 2026

Job ID #: 313945