Branch Administrator

Role Responsibilities

The Water and Waste Sustainability Branch is seeking a detail-oriented, motivated and organized, and independent administrative professional who excels at communicating effectively, shows proficiency in carrying out administrative services, as well as knowledge of processes, policies and procedures in doing so.

Reporting to the Executive Director, you will be responsible managing the daily operations of the ED Office, including executive administration, issues management, providing backup for financial administration, forecasting, budgeting, monitoring agreements and contracts, assigning and ensuring timely and accurate response to action requests, purchasing of supplies/services and other procurement, FOIP requests, staffing requests, travel requests and other forms and correspondence requiring ED approvals.

Some of the key responsibilities of this position include, but are not limited to:
•    Contact/Liaison for the Assistant Deputy Minister's Office.
•    Assistance to the Executive Director and branch leadership team (e.g., FOIP and records management, staff transfers, travel authorizations).
•    Provide advice and support to Expenditure Officers in their performance of and to ensure compliance with Financial Administration Act.
•    Accurate and timely management of invoices, expenses, timesheets, etc. 
•    Assistance to processes in and facilitated through 1GX or SAP systems.
•    Assists with developing and implementing administrative policies and procedures.

A typical day can include a diversity of inquiries, multiple priorities, problem solving and communication with professionals internal and external to the branch.

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.

In this role, you will contribute by demonstrating these behavioral competencies:

Agility to organize and prioritize multiple tasks and needs as they arise in real-time and maintain resilience in uncertainty and a rapid-change environment.

Drive for Results to meet deadlines while producing high-quality (accurate and reliable) work, while working alone or with others.

Build Collaborative Environments by effectively helping and following through on inquiries, requests, and concerns from colleagues, clients and stakeholders, as well as remaining courteous and professional in stressful situations.

Develop Self and Others by regularly self-initiating development and learning to ensure changes to policies, procedures, and available tools can be adapted and applied within the branch through guidance or training to others.

Develop Networks by actively participating in, and contributing to, administrative best practices through networks across the division and department, as well as well-developed relationship with key areas to support branch operations.

Systems Thinking to understand how the work within the branch is organized and managed, but also how it is connected to other areas of the ministry, government, and external organizations and priorities.

Qualifications

Qualification: 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 role requires knowledge and experience in the following areas:
•    Sound knowledge of and proficiency in administrative procedures; human resource policies and processes; government’s financial and procurement policies and process.
•    Familiarity with the Freedom of Information and Protection of Privacy Act and processes, records and information management requirements, and occupational health and safety.
•    Proficiency in Microsoft Office Suite & M365, 1GX (or familiarity with other enterprise management systems e.g., SAP, Oracle), Adobe Pro, Visio.
•    Strong organizational and time management skills.
•    Strong problem solving and judgement skills.
•    Strong attention to detail and accuracy.

Assets:
•    Administrative Professional Diploma/Certification.
•    Experience as a Workplace Administrator or Roster Administrator in 1GX, and Action Request Tracking System (ARTS).
•    Experience in compiling briefing notes and reports for senior management.

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

This is a permanent, full-time role with the standard weekly work hours of 36.25 hours per week - Monday to Friday, 8:15 am to 4:30 pm.

The position is located: 7th floor, Oxbridge Place, 9820 106 Street, Edmonton.

Applicants are required to provide a cover letter and resume summarizing information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience, and relevant examples of required competencies.

A written assessment may be administered as part of the recruitment process.

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.
•    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.