Branch Administrator

Role Responsibilities

As an integral member of the Child Care Transformation and Strategy Branch, the Branch Administrator works within a politically sensitive, fast paced environment to provide administrative services to support the branch staff in the management of the branch. 
The branch administrator manages the office of the Executive Director and management team; schedules and coordinate the meetings and travel arrangements; coordinates activities across the branch as required; coordinates administration to support the branch; researches documents materials and files; drafts correspondence; executes on implements administrative policies; is a lead contact in the branch for administrative advice and assists the Childcare Transformation branch as needed. This position also facilitates cooperation and sharing of knowledge within and across the divisions by enhancing relationships with internal and external groups. 

It is expected that the Branch Administrator will professionally handle operational queries, questions and issues that relates to administrative and operational tasks and priorities, and coordinates and assemble materials for the management team. To succeed in this fast-paced and dynamic environment, the incumbent must be highly motivated an organized, demonstrating self-confidence and discipline. Strong interpersonal skills will assist with contacting officials in partnering ministries and other areas. Teamwork is required specifically when working with Branch and Ministry staff to respond to emerging requests.

Responsibilities include:

• Support the Executive Director and Issues Coordinator, Directors and Mangers with calendar management, email management and meetings.
• Be the 1GX workplace administrator for staffing, financial, contract, invoicing and organizational functions. 
• Assist in action requests through the ARTS system.
• Comprehensive advanced skills in MS Office and Sharepoint are required.
• Create and monitor expenditure budgets and perform related financial activities such as monthly forecasts (budgets, salaries, position use); reconcile and track expenditures (procurement card, invoices, contracts), accruals, etc. 
• Support and coordinate human resource processes for the Branch, including FTE and position management tracking; maintain a process for managers/team leads to on-board/off-board staff. 
• Prepare meeting agendas and minutes as required.
• Maintain and order office supplies.
• Provide cover off for Issues Coordinator in the Division as required. 
• Coordinate travel arrangements for branch staff. 
• Guide staff to policies regarding benefits, entitlements and administrative matters. 
• Coordinate the administration of the Childcare Transformation Branch.

Please click on this link to view the job description.

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 - Understands internal processes and works towards efficiencies while taking into account how system change will effect stakeholders.
   
• Creative Problem Solving: The Branch Administrator looks for improvements the processes and procedures s/he administers. The Branch Administrator is expected to liaise with other colleagues in the department to identify areas of improvement.
   
• Agility: The Branch Administrator is expected to communicate new processes to the branch and oversee their implementation. The Branch Administrator is expected to identify and implement new processes as needed.
   
• Develop Networks: The Branch Administrator is expected to build and maintain networks with other administrative staff in the department in order to expand the Branch Administrator's, or colleagues', expertise.
   
• Build Collaborative Environments: The Branch Administrator is expected to communicate clearly and effectively with all team members, branches/divisions and executive as required to achieve a common goal and ability to recognize potential conflict and opportunities and communicate them appropriately.
   
• Drive for Results: The Branch Administrator is expected to independently manage timelines, including input from others, to deliver high quality output.

Qualifications

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.

The position requires the following:

• Extensive experience with 1GX and Bernie.
• Experience with MS Office Suite (Outlook, Word, Excel, PowerPoint, Publisher, Access, etc.), SharePoint, and Visio
• Experience of records management policies and procedures.
• Experience in a senior level administrative professional role.
• Exceptional communication skills with the ability to present information clearly and accurately both verbally and in writing.
• Strong organizational and interpersonal skills.
• Strong skills in grammar, writing and accuracy.
• Ability to build effective linkages and alliances, manage group dynamics and work cooperatively to achieve goals in a team environment.
• Understanding of accounting for budgeting, forecasting, accruals, accounts payable and finance reports. 

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

There is one full-time positions working 36.25 hours per week, Monday to Friday.

Working location is: Forestry Building, Edmonton

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 - About the Alberta Public Service | Alberta.ca
• 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