Branch Administrator

Role Responsibilities

This position requires a self-starter who can work independently under general direction, prioritize competing demands, and make informed decisions with moderate guidance. The ideal candidate will bring strong organizational, communication, and problem-solving skills, with the ability to manage sensitive information and high-stakes tasks confidently.

The job responsibilities include:
Executive Director Administrative Support
•    Prioritize and manage incoming correspondence and meeting requests.
•    Coordinate and maintain the Executive Director’s calendar, including scheduling, materials preparation, and minute-taking.
•    Make travel and accommodation arrangements; prepare and submit expense claims.
•    Maintain filing systems (digital and hard copy) and ensure the effective use of 1GX systems.
•    Prepare agendas, meeting materials, and accurate minutes for leadership meetings.

Branch Administrative Support
•    Monitor project deadlines and ensure timely submission of key deliverables.
•    Coordinate biweekly update meetings with directors; compile materials and take minutes.
•    Review and approve staff time entries in 1GX on behalf of the Executive Director.
•    Maintain accurate records, including monthly updates to organizational charts and intranet content.
•    Support recruitment activities through document preparation and routing for approval.

Correspondence & Information Management
•    Coordinate and track responses to FOIP requests, Action Requests (ARs), and Ministerial Briefings.
•    Draft and review correspondence, ensuring clarity, accuracy, and professional tone.
•    Compile reports and provide background information and data analysis as requested.

Budget and Contract Administration
•    Administer and monitor the branch budget; conduct expenditure analysis and forecasting.
•    Prepare monthly budget forecasts and identify potential financial issues or opportunities.
•    Track and review contract expenditures, ensuring compliance with routing guidelines.
•    Manage invoice processing and financial reporting, ensuring accuracy and timeliness.
•    Coordinate contract preparation, review, approval, and discharge processes.

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

Build Collaborative Environments
•    You work openly and honestly with others.
•    You create opportunities for knowledge sharing.
•    You actively listen, exchange ideas, and welcome feedback.
•    You address conflict respectfully and contribute to group learning even from mistakes.
•    You recognize and value different viewpoints and interpretations.

Agility 
•    You embrace change and take initiative to improve how things are done.
•    You remain composed and positive under pressure.
•    You seek support when needed and adjust your approach to suit new circumstances.
•    You look for creative solutions—while staying within the framework of your role.

Systems Thinking
•    You understand how your work fits into the bigger picture.
•    You consider how your tasks impact others—and how their work affects you.
•    You ask questions that go beyond your immediate responsibilities.
•    You are conscious of the organization’s goals and how we create value for clients and stakeholders.

Creative Problem Solving
•    You ask thoughtful questions to get to the heart of issues.
•    You look for innovative ways to improve outcomes.
•    You analyze what has worked (and what has not), then share lessons learned.
•    You gather diverse perspectives to make informed decision.

Qualifications

Minimum Recruitment Standards
High school diploma and three years of related experience.

Equivalency: Directly related education or experience considered on the basis of: 
1 year of education for 1 year of experience; or 
1 year of experience for 1 year of education.

The following experience is required: 
•    Excellent knowledge of office procedures, financial policies/procedures and accepted departmental procedures.
•    Excellent skills in a variety of computer programs including Microsoft Office (Word, Outlook, Excel, Visio) and Adobe Acrobat Pro.
•    Excellent organizational and records management skills.
•    Strong planning and coordination skills.
•    Excellent communication and interpersonal skills.

The following experience is considered as assets:
•    Demonstrated skills in department applications including ARTS, 1GX, Bernie, IRIMS, IMAGIS, and others.

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

Hours of work are 8:15 AM to 4:30 PM, Monday to Friday. This is a full-time position working 36.25 hours per week.

If a security screening is required:
•    Final candidates will be required to undergo a security screening.
•    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.

A cover letter outlining how your experience relates to the qualifications of this role is required.

In your resume, please include dates (including months and years) associated with all education and work experience. Also, 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).

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