Clerk II Legal Services Job Listing at City of Edmonton in Edmonton, AB (Job ID 54143)

Description

High Level Overview of the position:

Are you a highly organized and detail-focused administrative professional looking to support the critical functions of municipal law? The City of Edmonton's Legal Services Branch is seeking a dedicated Clerk II to provide essential clerical and administrative support across three vital sections: Solicitor and Litigation, Insurance and Claims Management, and Corporate Security. This permanent, full-time position is key to the day-to-day operations of the branch, ensuring we meet our legal and corporate obligations. You will be responsible for maintaining accurate records, managing administrative processes according to established policies, and providing consistent, reliable support on critical and time-sensitive matters, including managing calendars and organizational priorities. This role offers the opportunity to be at the heart of municipal governance and a valuable member of our professional team.

What will you do?

• Provide primary general office administration, including reception coverage for telephone, email, and in-person inquiries from the general public and others
• Manage office logistics such as distributing mail and couriers, processing forms, data entry, ordering supplies, coordinating telecommunications, and providing assistance with office equipment and technology
• Support administrative onboarding for new staff and coordinate building maintenance requests
• Maintain comprehensive records management, including drafting documents (memos, reports, letters) using templates, creating and maintaining tracking spreadsheets, and ensuring document management, retention, and distribution adhere to FOIP (Freedom of Information and Protection of Privacy) and Law Society requirements
• Manage calendars, diarization systems, and organize meetings, including preparing and sending notifications, agendas, and minutes
• Provide administrative support to the Solicitor and Litigation sections, involving opening and closing legal files, scanning and tagging documents in databases, assisting with file searches for FOIP requests, and conducting corporate and land title searches (e.g., SPIN, CORES, Alberta Land Titles Online)
• Assist the Insurance and Claims Management team with administrative tasks such as opening and closing claims in document management systems (e.g., IVOS), processing bonds/letters of credit, managing insurance tracking, and conducting Lien, AMVIR, and court searches
• Offer administrative support to the Corporate Security Section, which includes entering customer data updates into POSSE, processing contract invoices through Ariba, managing access card requests in CCure, and supporting security audit recommendation tracking
• Identify opportunities for process efficiencies and recommend improvements to your Supervisor