Office Administrator

Role Responsibilities

The Ministry of Jobs, Economy, and Trade has an exciting opportunity and is looking for an Office Administrator to join our team! 

As an Office Administrator, you will support the OHS and WCB Policy and Legislative team who are responsible for the development of Occupational Health and Safety (OHS) and Workers’ Compensation Board (WCB) legislation. The team provides strategic policy advice to inform decision making by senior leadership and affected stakeholders related to the OHS Act, OHS Regulation, OHS Code, Workers’ Compensation Act and associated regulations.

Reporting to the Director, OHS and WCB Policy and Legislation, the incumbent is responsible for the smooth and efficient delivery of comprehensive administrative support to the Director, Manager, and policy analysts in a collaborative and team-based environment. This position also regularly supports the Executive Director’s office and provides back up to the Branch Coordinator.

In your role as the Office Administrator, you will have the following responsibilities:
 

• Coordinate and track activities for the Director and Manager.
• Provide back up to the Branch Coordinator and support the Executive Director’s office on an as needed basis.
• Support team administrative needs for legislative and policy development activities.
• Triage, track and process ARs including negotiating timelines.
• Provide support for major projects such as legislative and regulatory review, including preparation of documents for approvals.
• Provide support for consultation and stakeholder engagement initiatives.
• Manage the team’s financials (budget preparation, forecasting, purchasing, contracts and invoices).
• Manage the team’s human resources, training and IT requirements.
• Compile FOIP requests and manage records management for the team. 
• Prepare agendas and record minutes for team meetings and other meetings as required.
• Building strong relationships with team, branch and divisional staff, as well as other key department staff and stakeholders.
• Have excellent verbal and written communication skills to communicate effectively with staff and stakeholders.
• Have excellent knowledge of Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Teams), Adobe and SharePoint.

Please click on this link to view the job description for this position.

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies: https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.
 

• Agility – Demonstrated ability to manage and adapt to change. Ability to manage human, financial and physical resources within an operating environment.
• Creative Problem Solving – Excellent analytical and decision-making skills.
• Build Collaborative Environments – Strong track record in establishing and maintaining effective working relationships with internal and external stakeholders.
• Drive for Results – Leadership skills, including demonstrated ability and comfort with decision making responsibilities, coaching and teaching, and the ability to inspire and build confidence in others.

Qualifications

High school diploma and three years of related experience.
 

Post-secondary or university degree in a related field considered an asset; or equivalent as described below.

Equivalency: Directly related experience or education considered on the basis of:
 

• one year of experience for one year of education
• or one year of education for one year of experience. 

Assets: 
 

• Requires a high level of co-ordination, organizational and time management skills with the ability to discuss, integrate, communicate and resolve problems.
• Strong verbal and written communication skills.
• Knowledge in budget planning, and records management.
• Must be self-reliant and have a high degree of initiative and competency in the performance of administrative functions such as budgeting, purchasing, expenditure and inventory control, human resources and liaison services.
• Knowledge of government systems such as ARTS, 1GX, BERNIE and applications such as Ariba, Concur and VIM. 
• Able to deal with conflict and sensitive issues pertaining to staff and other external departments.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification. Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Notes

There is one full-time, permanent position located in Calgary, working 36.25 hours per week, Monday to Friday. 

Applicants must provide a cover letter summarizing information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience and relevant examples of required competencies. The cover letter will be used to assess the applicant’s writing skills and for screening applicants.

Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in. 

Links and information on what the Government of Alberta has to offer to prospective employees:
 

• Working for the Alberta Public Service - https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx.
• Public Service Pension Plan (PSPP) - https://www.pspp.ca.
• Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits.
• Professional learning and development - https://www.alberta.ca/professional-development-support-directive.
• Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca.
• Positive workplace culture and work-life balance.
• Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreement.
• Leadership and mentorship programs.