Administrative Assistant with a focus on Archives

Stockholm – our capital city filled with millions of dreams, expectations, and ambitions. We work for everyone living here today and in the future. We are now looking for someone who wants to think big, new, and differently with us – for the people of Stockholm. The Social Administration of the City of Stockholm has an overarching and coordinating role for social services related to individual and family care and the area of disabilities. Here, we create good conditions to meet residents in need of social services support. In close collaboration with the district administrations, we contribute to a modern, digital, legally secure, equal, and knowledge-based social service, with a strong focus on development. Within the administration, a wide range of support measures is offered to the city's residents, and this offering changes based on the needs of Stockholmers and the wishes of the district administrations. The work often takes place in close cooperation with other authorities, civil society, and the business sector. The Social Administration is also responsible for the city's serving and tobacco licenses and conducts supervision. Welcome to us The Homelessness Unit is a social service targeting individuals over 20 years old who are experiencing homelessness and have no contact with a district. The mission is to provide various forms of interventions aimed at achieving permanent housing and to assist clients in their process out of homelessness. You will belong to the administrative unit, which is one of six units within the area. In the administrative unit, we are six administrators, one receptionist, two personal representatives, and one unit manager. Our mission is to support the other units with administrative and practical assistance, including invoice management, accounting, archiving and mail handling, access administration, and local issues. We are also responsible for the reception and personal representatives. We offer You will be offered a developing job with many points of contact, and you will be part of a pleasant workgroup with engaged and knowledgeable colleagues. The workplace is centrally located in Södermalm with good transportation links. You will receive a wellness allowance and have flexible working hours, as well as winter and summer working hours. Read more here about: our benefits the social administration what it is like to be part of the City of Stockholm. Your role As an administrative assistant with a focus on archiving, you will primarily work with: Managing social service files both physically and in the Paraply system. Sorting documents into files. Organizing and cataloging documents. Archiving according to current regulations and the Archives Act. Responding to colleagues in need of your expertise. Serving as a data protection officer and handling GDPR issues. One day a week, you will work with on-call tasks, checking and processing financial assistance through our internal IT system, Paraplyet, which is used to manage and document cases and interventions. You will monitor incoming phone calls, faxes, and emails and register them in the Paraply system. Your skills and experience For this role, the following is required: Experience working with similar tasks in archiving. Experience with the Paraplyet IT system in the archiving module. Very good knowledge of Swedish, both spoken and written. Good computer skills. It is advantageous if you have knowledge of GDPR issues. To thrive in this role, you need to be self-sufficient as you will work independently in the archive. You work meticulously and in a structured manner, which is crucial for ensuring order and clarity in the archive, a prerequisite for correctly managing the social services archive. Since you will be in contact with several units, you need to enjoy collaborating and be service-oriented. Lastly, you are flexible, allowing you to adjust tasks based on changing priorities. In this recruitment, we place great emphasis on personal suitability, engagement, and motivation for the position. Other We recruit without a personal letter to strengthen the focus on competence and experience for this role. When you submit your application, you will be asked to answer a number of questions. We ask that you respond briefly to the questions and that there is a clear connection between your answers and your CV. Selection will take place continuously, so do not wait to submit your application. Tests as part of the assessment may be included. We see diversity as enriching and welcome all applicants. This is a temporary position lasting until December 2026. We warmly welcome your application! The City of Stockholm works with competence-based recruitment aimed at recognizing each person's skills and thereby combating discrimination.