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Space Planning Administrator At City of Calgary

Location: Calgary, Alberta

Job Description

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 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.
As a Space Planning Administrator, you will provide day to day and specialized project administrative support to the Interior Designer, Interior Construction Administrator, Project Planners, Project Managers of Building Infrastructure, as well as Facility Management Finance. Primary duties include:
  • Process and maintain all aspects of Accounts Payable (A/P), Accounts Receivable (A/R), AP Workflow and Corporate Billing and Account Receivable (CBAR) billings.
  • Prepare non-PO requests and set up of purchase orders (PO) for different types of civic project payments for appraisals, environmental site assessments, construction charges, consultant charges, and move charges.
  • Reconcile general ledger entries and project manager tracking sheets; audit and identify discrepancies for Building Infrastructure staff to resolve.
  • Analyze and process transactions on a wide variety of accounting related activities.
  • Process AP invoices, track status, and ensure vendor payments as requested.
  • Complete daily accounting functions such as reviewing, analyzing and journalizing payables, revenues and expenditures.
  • Respond to Building Infrastructure staff, contractors and consultant’s inquiries regarding procedures, customer accounts, and financial information.
  • Liaise with Supply Management and vendors as required.
  • Process and maintain match exception reports and quick invoice exception reports.
  • Reconcile corporate credit card transactions and redistribute coding in Bank of Montreal (BMO) Financial online.
  • Generate work orders for approved price/labor quotes.
  • Initiate finance files, filing structures and recording templates for new projects on an ongoing basis.
Qualifications
  • A completed 1 year certificate/diploma in Business Administration or a related field.
  • A minimum of 3 years of progressive experience in a large organization.
  • Intermediate proficiency in Microsoft Excel and PeopleSoft Financial & Supply Change Management (FSCM) is required.
  • Knowledge of The City's policies and accounting procedures is considered a definite asset.
  • You have strong analytical and customer service skills, are a team player, and can effectively communicate at all levels.
  • You have a high standard of thoroughness, accuracy and attention to detail in all aspects of the job, good planning and organization skills, flexibility, and work well under pressure.
Pre-employment Requirements
  • Successful applicants must provide proof of qualifications.
Union: CUPE Local 38


Business Unit: Facility Management
Position Type: Temporary (up to 18 months)
Location: 800 Macleod Trail S.E.
Compensation: Pay Grade 5 $27.57 - 36.85 per hour
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 and External
Apply By: April 26, 2019
Job ID #: 302077