Branch Administrator

Role Responsibilities

Play a key role in supporting the delivery of public services that impact Albertans every day.

The primary responsibility of this position is to provide direct branch administrative support to the Executive Director Trade Policy and Negotiations and high-level administration leadership to the two units of this branch. Direction from the Executive Director and existing ministry and government administrative policies, processes, and procedures provide the framework for this position.

The Branch Administrator is responsible for providing administrative support to the operations of the branch to enable achievement of business goals. The scope of work includes managing and reporting on budgets, processing contracts and invoices, briefing materials coordination, and providing administrative support to staff. The Branch Administrator ensures that existing administrative policies and procedures are followed and provides guidance and/or coaching to staff as needed to promote consistency and efficiency in administrative operations. This position also provides cover off support to the Assistant Deputy Minister's office (ADMO) on an as-needed basis.

The Branch Administrator supports branch work on complex and potentially politically sensitive initiatives. These initiatives and projects could involve other ministries and could have effects across the Alberta economy. The Branch Administrator faces challenges in prioritizing and meeting conflicting and short deadlines from Government, the ADMO, and industry stakeholders. The position must coordinate branch-wide priorities to meet key deadlines upwards in the system, often through interpersonal influence and not direct authority. The Branch Administrator is responsible for coordinating forecasts for the branch and two units. This involves leadership, interpersonal and relationship building and managing interactions across multiple units and with financial services.

Provide high-level administrative assistance to the Executive Director and branch

• Establish and prioritize daily office activities by managing and reviewing the Executive Director's calendar, scheduling appointments, booking boardrooms, assembling and organizing background materials for meetings, and organizing videoconferences.
• Coordinate Action Requests Tracking System (ARTS) requests and ensure responses are sent to the Assistant Deputy Minister's office within timelines; and ensure that accuracy and adherence to departmental correspondence guidelines are followed, and instructions are addressed in the response.

Administer financial requirements in accordance with Ministry and GOA policies and processes.

• Prepare budget forecasts for the Executive Director's office and maintain monthly cashflows, monitor and reconcile expenditures for the Executive Director's office.
• Manage branch expenditures effectively and efficiently, ensuring compliance with all relevant Government of Alberta and departmental policies and procedures.

Role Responsibilities (continued)

Provide leadership for the branch on general financial and other administration matters.

• Maintain and manage procurement card and procurement related policies and procedures.
• Coordinate travel arrangements for branch staff.
• Manage the branch's records management system, including electronic records management, shared drives, and paper systems.

Plan and coordinate cross-ministry meetings as required to support the branch.

• Gather statistics and information from established sources to support decision-making and the development of partnerships and projects.
• Develop and update content for promotional materials, profiles, briefing notes, speeches, background research based on input and instruction from branch staff.

The Job Description is provided for Further details on 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.

• Build Collaborative Environments: Develop communication (oral and written) and interpersonal skills and to liaise with internal and external stakeholders.
• Develop Networks: Liaise with internal and external stakeholders to exchange information, solicit input, and identify mitigating issues.
• Creative Problem Solving: Work independently, to take initiative, prioritize work, and to follow through with tasks.
• Agility: Demonstrates strong organizational and problem-solving skills and efficiency in multi-tasking. 

Qualifications

Minimum Recruitment Standard: 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.

Preference may be given to candidates who possess the following assets:

• Strong previous experience of office administration.
• Well-developed analysis, problem-solving, and judgment skills.
• Demonstrated exceptional attention to detail, accuracy, and strong proofreading and editing capabilities to ensure the production of high-quality, error-free documents and correspondence.
• Comprehensive knowledge of departmental and Government of Alberta policies, procedures, and administrative practices, with the ability to apply them effectively in support of branch operations.
• Advanced proficiency in Microsoft Office Suite and corporate administrative systems, including ARTS, 1GX, and the Electronic Payment System (EPS), with the ability to effectively manage a broad range of administrative and financial function.
• Working knowledge of relevant legislation, regulations, and policy frameworks that govern ministry operations, including the Government Organization Act, Records Management Regulation, and Access to Information Act.
• Proven ability to handle highly sensitive and confidential information with discretion, ensuring the protection of government, financial, operational, and employee-related information.
• Awareness of stakeholders and clients in industry.
• Experience working independently in a senior administrative support role, with responsibility for managing correspondence, coordinating projects and initiatives, prioritizing competing demands, and overseeing administrative workflows.

 Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification.

Notes

Hours of Work: Monday to Friday (8:15am – 4:30pm).

Location: Commerce Place Building, 10155 - 102 Street, Edmonton.

A cover letter is required and should clearly demonstrate how your background and experience align with the role's requirements.

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 we have to offer:

• Working for the Alberta Public Service.
• Public Service Pension Plan (PSPP)  
• Alberta Public Service Benefit Information.
• Professional learning and development.
• Research Alberta Public Service Careers tool.
• Positive workplace culture and work-life balance.