Area Assistant

Role Responsibilities

The Area Assistant assists the Director with the efficient operation of the area by establishing administrative priorities and maintaining resources. Overall responsibilities include budget preparation, monitoring and forecasting expenditures, contract administration, coordination and preparation of briefing materials and action requests and managing various area administrative projects as they relate to achieving the objectives as set out in the Department Business Plan. 

Provides guidance to the Facilities Managers offices, Project Manager and their administrative support staff.

The primary responsibilities for the Area Assistant include, but are not limited to:
   

• Preparing the area fiscal year budgets estimates, for operational, major maintenance, consultant and lease funding.
• Administering a fiscal budget plan for the Director’s office operational forecast. Preparing and adjusting plan, generating a forecast and variance reports, identifying and providing rationale for surpluses/deficits on a monthly basis. Analyzing financial reports, confirming accuracy of expenditure transactions, adjusting discrepancies and reconciling expenditures to payment records.
• Analyses all expenditure forecasts submitted from Facilities/Project Managers’ offices, comparing against payment records and previous forecasts. Prepares a rollup for the area and prepares a summary of significant variances with supporting rationale.
• Responding to requests/inquiries from various levels of government departments or the public or preparing information for further action.
• Reviewing incoming correspondence, including ministerial action requests, assigns priority and assists with compiling relevant information.
• Develops, implements, and maintains systems and procedures to meet the administrative requirements of the area.
• Reviewing financial and contractual documents for completeness, accuracy and compliance with policies, procedures and regulations such as the Department Authorities Matrix, Contract Renewal Policy, Contract Review Committee Mandate, Consultant Selection and Master Specifications.
• Act as a resource to field offices regarding the Master and Subsidiary Agreements, personnel authorities matrix and departmental policies such as banked overtime and vacation accruals.
• Maintains organizational charts, staff count, vacant position and other ad hoc human resource related reports.

The successful candidate will have:

• Strong verbal and written communication skills 
• Organizational and time management skills
• Excellent interpersonal skills to build relationships and respond appropriately to enquiries 

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.

•    Develop Networks: Maintains collegial internal relationships and understands external network
•    Agility: Understands need for change and manages own emotions
•    Creative Problem Solving: Is open to new ideas and breaks problems down to identify solutions
•    Drive for Result: Taking responsibility for achieving quality outcomes and continuously improving performance.

Qualifications

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.

Required:

•    High school diploma and three years related experience
•    Business related courses

Equivalency: Related experience or education (e.g. related diploma) may be considered as an equivalency on a one for one basis.

Assets:

•    Highly effective and efficient with Microsoft Office suite, specifically Excel, Outlook, and Word 

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).

Location: Edmonton AB

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.

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 have 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.
•    Management Employees Pension Plan (MEPP) - https://www.mepp.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.
•    Leadership and mentorship programs.