Administrative Assistant to the Property and Street Management Office in Malmö City

Ref: 20252496 Are you a structured, energetic, and service-oriented individual with experience in providing support to others? Would you like to contribute your administrative skills in a dynamic work environment? We are currently looking for an experienced administrative assistant for the Property and Street Administration of the City of Malmö. Job Responsibilities You will manage the administration of the department's training activities using the city’s new platform, Malmö Lär. Malmö Lär is Malmö City's shared educational platform for e-learning, hybrid courses, and teacher-led training. This task will be carried out according to the instructions from the department’s coordinator for Malmö Lär. You will book meetings, refreshments, and travel for the department’s managers, and, as needed, for the elected representatives in the Technical Board. You will also provide administrative support in booking facilities, transportation, and similar aspects for department meetings, management meetings, study visits, and larger inaugurations. To perform these tasks in accordance with the department's guidelines, you will receive training as a certified orderer. Your duties will also include basic financial administration, such as coding invoices. You will support record-keeping in the registration of public documents and work with other administrative tasks as needed. Your role is vital in ensuring that our operations function effectively, smoothly, and professionally towards both internal and external contacts. With us, you will enjoy a stimulating and varied work environment and have the opportunity to work in a significant role within a public organization. Qualifications We are looking for someone with a high school education focused on economics or administration. If you have other relevant high school education that provides equivalent knowledge in administration and finance, that is also relevant. Furthermore, we require at least two years of experience in administrative work, such as assistant, coordinator, secretary, or similar roles where administration has been a central component. We also expect documented experience in coordinating and administrating meetings, site visits, and similar activities. Experience in similar work within a public organization is a merit. To be considered for the position, you must have good knowledge of Swedish, both spoken and written. You will be working in several different business systems. Therefore, it is important that you are computer literate and have experience working with administrative systems. Experience with case management systems or financial systems is an asset, and we expect you to have a good command of standard MS Office programs. To thrive in this role, you should enjoy collaborating with others, and it is essential that you have the ability to structure and organize your tasks. You adapt easily to changing circumstances and communicate in a responsive and constructive manner. We are looking for a person who is energetic, committed, and capable of working purposefully even under time pressure. A service-oriented mindset is important to you, and you have the interest and ability to assist others and deliver solutions. We appreciate someone who demonstrates understanding and values different backgrounds and perspectives. About the Workplace The Secretariat Unit is one of two units within the Quality and Secretariat Department and consists of 14 employees. We work towards the department's core mission of ensuring the democratic process by supporting the board, the public, the management of the administration, and the operations. The Secretariat’s responsibilities include directing and coordinating the administration's work with document and case management, including the management of information and documents as well as the work related to information security. We value an open and inclusive work climate where everyone is welcome to contribute and collaborate. Here, we are always ready to help each other and support our colleagues. Together, we create a workplace where everyone feels heard and respected. The Property and Street Administration is one of the 14 administrations in the City of Malmö. The administration owns, develops, and manages the city’s land on behalf of the Technical Board and is tasked with enabling a good urban life for the residents of Malmö and the city’s businesses. The City of Malmö's operations are organized into 14 administrations. Our common mission is to create welfare and sustainable community development. Together with the residents of Malmö, we develop an even better city to live, work, and thrive in; diversity, life experiences, and talents make Malmö a smart city in the heart of Europe. The world’s knowledge is here. Learn about the City of Malmö as an employer here malmo.se/jobb Information about the Position Employment Type: Permanent Position Scope: Full-time Number of Positions: 1 Start Date: As soon as possible, upon agreement Other Please note that we in the City of Malmö have removed the personal letter from the application process and replaced it with selection questions, to create a more inclusive recruitment process and an efficient candidate experience for those applying for a job with us. Your answers will be an important part of our selection process. The City of Malmö strives for its employees to represent the diversity that exists in our city. Therefore, we welcome applicants who can help us as an employer meet the needs of Malmö residents.