Assistant to Ex. Director

Role Responsibilities

This position is responsible for establishing priorities and managing resources to assist the Executive Director in the efficient operation of the Branch. It provides support to the Executive Director by handling day-to-day administration; preparation, forecasting and monitoring the branch budget ($200 million) as well as representing/assisting the branch on financial and human resources committees and issues; contract administration including reviewing and monitoring of associated documents; coordination and preparation of briefing materials and action requests; supervision of support staff; managing various branch projects and providing support and direction to the Directors and their administrative support staff.

This position ensures that the diverse and essential administrative and operational needs of the Executive Director's office and Realty Services branch are met. It also coordinates and maintains all aspects of a $200 million budget and manages the human resource requirements of the branch. Failure to meet these responsibilities could lead to difficulties meeting department financial and business goals. This is a highly responsible, senior position working independently with minimal supervision.

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

• Preparing, forecasting, monitoring, consolidating and reporting summaries for all aspects of the branch budget ($200 million), as well as provide timely forecast information to the Executive Director and to Finance.
• Monitoring, retrieving and manipulating data from various systems (i.e. FBIS) to determine accuracy of expenditure coding, making necessary corrections via clearing of suspense items, transferring of expenditure historical records and project year-end expenditure accruals.
• Receiving ministerial action requests and determining appropriate action. Compiling related historical information, reports, statistics and financial documentation in consultation with the Directors’ offices. Composing responses for general/statistical/financial requests.
• Coordinating, overseeing and managing various projects undertaken in the branch, which include compiling resources, developing action plans, establishing goals, completing progress reviews and initiating follow-up.
• Attending management meetings, which include preparation of minutes and following up on action items.
• Liaising with branch areas regarding the interpretation of Master and Subsidiary Agreements.
• Prepare ad hoc reports and maintain the Branch organizational charts. Provide updates to the Deputy Minister's office as required.
• Other duties as assigned by the Executive Director.
  
  

The successful candidate will have:

• Strong organizational, communication, interpersonal and decision-making skills
• Excellent verbal and written communication skills 

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: Works in a changing environment and takes initiative to change
•    Creative Problem Solving: Focuses on continuous improvement and increasing breadth of insight
•    Build Collaborative Environments: Collaborates across functional areas and proactively addresses conflict
•    Drive for Result: Works to exceed goals and partner with others to achieve objectives

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 PLUS Four years related experience
•    Business courses in accounting, administration, computer operation and/or applicable diploma from a post-secondary institution

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

Assets:

•    Bachelor’s degree in Business or Public Administration
•    Administrative experience including budgeting, accounting, contract procedures and supervisory ability
•    A thorough knowledge of the Department's mandate, policies and procedures, including the Government's budgetary processes
•    A comprehensive understanding of current computer programs such as Microsoft Word, Excel, Visio, PowerPoint, Exclaim, IRS, and ARTS
•    Extensive knowledge of the Real Property transactions

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, Alberta

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.
•    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.