Assistant to the Controller

Role Responsibilities

The Divisional Coordinator supports the Controller and the Executive Directors to achieve the mandate and goals of the Office of the Controller and the effective operational management of the division through provision of assistance, information management support and administrative services.  As the assistant to the Controller, this position integrates information from a variety of sources, including division and Ministry representatives, other departments and stakeholders, to alert the Controller to emerging issues, confirm the status of projects and initiatives, and provide support for associated recommendations and solutions. This position also coordinates information flow between the Controller’s office and those of key clients and stakeholders, requiring sensitivity to the diverse interests of clients and stakeholders and ability to balance the occasionally conflicting priorities of individuals representing a variety of programs, interests and issues.

Your main responsibilities will include:
•    Facilitate communication and information flow between the Controller’s office and the Deputy Minister’s office, throughout the division, and with the offices of senior government representatives and stakeholders.
•    Establish and maintains effective working relationships and communication linkages with division and Ministry representatives, stakeholders, and partners to ensure the Controller is aware of issues and has appropriate input and information to make decisions
•    Uses internal controls to effectively manage confidential and politically sensitive materials and information flowing through the Controller’s office. (on highly sensitive files a strict instruction including level of confidentiality and sensitive, safe keeping instructions).
•    Act as a liaison to ensure accurate and timely information is provided to the executive office within changing timelines and with the ability to adapt, prioritize, and coordinate those activities. 
•    Ensures Minister’s and Deputy Minister’s correspondence guidelines are adhered to within the division
•    Identify administrative issues with potential to impact the Controller’s office, including recommending solutions and actions to address issues; develops, streamlines and coordinates administrative and operational systems and processes to enhance efficiencies within the Controller’s office and the division.
•    Manage the Controller’s calendar, including scheduling appointments and meetings within the Ministry and across government; uses judgement and knowledge of Controller’s priorities and commitments to resolve scheduling conflicts
•    Maintain records management, disposition and bring-forward systems for the Controller’s office
•    Liaise with Deputy Minister’s staff to ensure effective operation of the DM’s office; provides input to development of office procedures and processes
•    Purchase materials and office supplies required for effective operation of the Controller’s office

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To be successful in the Divisional Coordinator role, you will be required to demonstrate:
•    A high-level of initiative, independent action and thought.
•    Excellent verbal and written communication skills, including the ability to communicate effectively with offices of government executives and key stakeholders.
•    Public relations skills – professionalism, relationship building, and diplomacy.
•    The ability to multitask and organize conflicting priorities with competing deadlines.
•    Sound judgment and discretion – particularly as it relates to sensitive information. 
•    Experience in identifying and setting priorities.
•    Excellent coordination, planning, and prioritization skills to ensure critical operational tasks are completed efficiently and accurately.

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 – You can adapt quickly to changing landscape and priorities, foster agility in others, and create processes and opportunities that encourage proactive and flexible practices.

Drive for Results – You are able to hold true to principles and confront problems directly, taking steps to rectify problem situations.

Creative Problem Solving – You have the ability to assess options and implications in new ways to achieve outcomes and solutions.

Build Collaborative Environments – Leads and contributes to the conditions and environments that allow people to work collaboratively and productively to achieve outcomes.

Qualifications

High School Diploma and four years progressively responsible related experience; or equivalent as described below.
 
Equivalency - Directly related education or experience considered on the basis of:

• 1 years of education for 1 year of experience; or
• 1 year of experience for 1 year education

Requirements:

• Previous experience providing support to C-suite executives in a large/complex organization.
   

Assets:

• Experience with government platforms including ARTS and 1GX
• Experience with overall coordination of calendars and scheduling of senior executives
• Experience with routing, reviewing and organizing a large volume of briefing notes and action requests.
• Experience with Microsoft Office Suite; Word (editing and formatting), Outlook (scheduling meetings), Power Point (presentation development), Excel (data entry)
• Experience with records management
• Experience Managing Freedom of Information and Protection of 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

A cover letter is required. In your cover letter, please provide information that clearly demonstrates how your qualifications meet the advertised requirements for this position.


In your resume, please include dates (including months and years) associated with all education and work experience. As well, please indicate whether your work experience is casual, part-time or full-time. For example, January 15, 2006 - June 25, 2009: Assistant (PT three 8 hrs. shifts/week).


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