Administrative Assistant

Role Responsibilities

Are you an administrative assistant that prides yourself in your professionalism and providing excellent client service? Do you have the ability to build great relationships with a wide variety of stakeholders inside and outside of your organization? We are looking for YOU!

Reporting to the Director of Registries Administration and Accountability, in this position, you will provide secretarial and administrative services to the Director, and all other unit members. Your main responsibilities will include: composing, formatting and typing correspondence; designing and maintaining various office records and files; managing calendars, coordinating meetings including taking and distributing minutes; handling personnel functions; verifying timesheet records; initiating and tracking special projects; providing administrative cover-off for other administrative positions in the branch; and a variety of other tasks.

This position requires an in-depth knowledge of unit operations, business planning cycles, human resource activities, financial accounting and processing, processing correspondence in accordance with Ministerial guidelines, the Action Request Tracking System, the Contract Management System, 1GX, and other systems as required. It is expected that you will be able to work independently and provide accurate, appropriate, and timely information in a professional manner to a wide variety of individuals.

You will act as a resource to other administrative support staff within the division and/or department by providing advice and assistance on Action Requests and on writing correspondence. You will receive and process highly confidential and sensitive information and demonstrate excellent interpersonal and oral and written communication skills. You will provide support in a highly professional manner with a high degree of autonomy, diplomacy, and confidentiality.

Within this role you will respond effectively and knowledgeably to emerging issues and take appropriate, and often independent action, within appropriate guidelines. Sound judgement is used in making decisions, applying policies, procedures, and established practices. Where issues are not clearly defined, you will draw on experience and/or implement innovative ways to solve problems appropriate to the situation.

You will succeed in this role if you have:

• Excellent verbal and written communication skills with strong attention to detail.
• Tremendous customer service focus.
• Exceptional organizational and time management skills, including the ability to complete tasks with minimal input on final product.
• The ability to take initiative and accomplish tasks or make process suggestions for improvement.   

  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.

• Systems Thinking: You contribute ideas to the development of broader priorities, strategies and approaches.
• Agility: You proactively seek advice and support when priorities change to appropriately assess, prioritize and meet changing demands.
• Creative Problem Solving: You look for ways to improve activities and results by doing something that may be new and different in the organization.
• Build Collaborative Environments: You encourage and facilitate conflict resolution directly by initiating open and respectful discussion of issues. You confront and deal with inappropriate behaviours.

Qualifications

Requirements:

• High School Diploma
• Three years of progressive administrative experience

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

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

Assets:

• Post-secondary diploma and/or administrative professional accreditation
• Experience providing administrative support for senior management
• Demonstrated customer service experience
• Experience with calendar and email management for others
• Experience with Alberta Public Service 1GX system (Human Capital Management, Financial, and Supply Chain Management components) or other similar systems
• Experience with Action Request Tracking System (ARTS), and Freedom of Information and Privacy (FOIP)

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

Please Note:

• There is one full time temporary position available for a term of 6 months. This temporary position may have possibility of extension.
• 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.

What We Offer:

• 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.