Administrative Assistant to Executive Director

Role Responsibilities

Reporting to the Executive Director of the Warranty, Certification and Policy branch, this position is responsible for the effective administration and efficient operation of the branch and for contributing to the efficient processing and delegation of the daily flow of the branch assignments and information. The position contributes to the day-to-day operation of the branch by providing a full range of administrative duties.

The Responsibilities include:

• Provide administrative support to the Executive Director, including correspondence management and schedule management 
• Coordinate branch administration and activities, including records management, contract support, and processing of action requests in ARTS
• Provides coordination and management of Branch interaction with Assistant Deputy Minister's (ADM) office and department administration, including issues management
• Consolidate and track branch budget information
• Manage branch personnel information and activities
• Provide subject matter expertise for 1GX and BERNIE for the branch
• Liaise with the Assistant Deputy Minister’s office and the ministry’s corporate services
• Provide administrative cover off in the ADM’s office

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.

Below is a list of the APS Competencies to assist you:
 

• Develop Networks - Identifies opportunities to establish credibility and build trust and relationships with peers across the Government of Alberta and other jurisdictions. 
• System Thinking - Takes a long-term view towards the organization’s objectives and how to achieve them, anticipates outcomes and potentials impacts and seeks stakeholder perspectives. 
• Creative Problem Solving - Focuses on continuous improvement and increasing breadth of insight.
• Build Collaborative Environments - Collaborates across functional areas and proactively addresses conflict, encourages broad thinking on projects, works to eliminate barriers to progress and facilitates communication and collaboration.

These competencies are critical for success in this role, and demonstrating them will be key 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.

Qualifications

Required: High school diploma and three years of related experience. 

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: 

• Position requires strong administrative, communication, organizational, interpersonal and multi-tasking skills.
• Must have sound knowledge of and proficiency with Microsoft products (Word, Excel, PowerPoint, Outlook, SharePoint, Teams) as well as proficiency in Adobe Pro. 
• As the branch administrative lead, the position requires proficiency in ARTS, 1GX, and BERNIE, along with a strong understanding of GoA policies and procedures for finance, human resources and procurement. 
• The position requires the ability to review and edit a wide variety of information materials, applying strong proofreading skills and knowledge of ministry formatting requirements.

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

This position is a permanent, full-time role with the standard weekly work hours of 36.25, Monday to Friday (8:15 am – 4:30 pm). The successful candidate will be required to work in an open-concept office environment in downtown Edmonton.

Final candidates will be required to undergo a security screening.

Pre-Employment Checks will be completed to assess the candidate’s suitability for a role. These checks may include (but are not limited to): references, criminal record check, academic verification, etc.

Candidates with lesser qualifications may be considered at a lower classification and salary.

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 GoA 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