Branch Administrator

Role Responsibilities

Reporting to the Executive Director, the Branch Administrator's primary responsibilities include coordinating and reviewing action requests and other briefing materials, providing daily support services to the Executive Director and branch staff, supporting logistics and planning and reporting for the Premier’s Investment Council (PIC), supporting specialized finance and HR administrative asks for the Alberta’s International Office (AIO) network,, tracking branch expenses, and supporting procurement/contract management.

What You’ll Do

Administrative Support:

• Manage the Executive Director's calendar and coordinate meetings, events, travel, facility bookings, catering, technology/equipment, vehicle rentals and conference registrations in alignment with priorities including the Premier's Investment Council.
• Review and prioritize incoming and outgoing mail and e-mail, and direct for appropriate action.
• Prepare agendas, binders, minutes and other meeting support materials; attend meetings as directed to record minutes and track action items.
• Ensure compliance with ministry and government records management requirements, financial administration, contract management and human resource processes.

Financial and Human Resource Administration:

• Process invoices, contract payments, supply orders and related purchases through 1GX, ensuring goods and services have been received and properly coded.
• Coordinate with AIOs, to support invoice payments, track invoice status, confirm coding and follow up on outstanding financial items.
• Support supervisors with human resource processes and forms, including commencement, termination, acting pay, staffing requests, ID changes and inter-unit transfers in 1GX or applicable systems.
• Support AIOs with human resource processes (e.g. arrivals, departures, acting assignments).
• Track branch expenditures and contribute to financial reporting and budgeting.

Information Requests / Action Requests / Briefings:

• Use ARTS to receive, track, route and return action requests, briefings, documents and related assignments within required timelines for the Executive Director’s office.
• Review and edit materials for grammar, style and compliance with ministry and cross-government style guide. Ensure all documents are properly formatted and adhere to standard ARTS templates prior to submitting to the Executive Director for review and approval.
• Monitor deadlines, flag timelines at risk and work with the ADMO, where applicable, to support timely review and approval.

Branch Support:

• Support onboarding and workplace administration by coordinating orientation checklists, access cards, IT equipment, office space and related branch support requirements.
• Coordinate BERNIE requests and maintain accurate inventories for branch software, hardware, IT equipment and other physical assets.
• Represent the branch at division or department meetings related to administrative agendas and contribute to corporate initiatives, as required.
• Identify administration issues with potential impacts to branch operations and work with the ADMO to propose solutions
• Other Duties as required.

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

• Creative Problem Solving: This role explores options to address information needs and scheduling conflicts in order to 
  address priority needs and support the unit's ability to meet deadlines and deliver on its mandate.
• Develop Networks: This role involves the coordination of information and scheduling across a variety of stakeholders and relies on a effective network of contacts to successfully support the PIC's activity and the unit.
• Drive for results: Others rely on this role for reliable and accurate information to be delivered in a timely and consistent manner. Accuracy and accountability in performing finance and HR administrative functions for the AIO network is critical for this role.
• Agility: This role is expected to adapt and adjust to time sensitive and evolving priorities in delivering support to the Executive Director, the branch, and the work to support PIC and the AIO Network.

Qualifications

Minimum Recruitment Standards

High school diploma, plus a minimum of three years of related experience.

Equivalency: Directly related education or experience considered on the basis of:

• One year of education for one year of experience; or
• One year of experience for one year of education.

What You Bring

• Strong working knowledge of software applications and equipment such as the Action Request Tracking System (ARTS), Microsoft Office Suite (e.g., Word, Excel, Outlook), Enterprise Resource Planning (ERP) systems (e.g., 1GX), and Customer Relationship Management (CRM) systems.
• Experience with financial management practices (e.g., P-Card and expense claims) and records management practices and legislation (e.g., Records retention and disposition schedules).
• Understanding of the department's organizational structure, general Government of Alberta administrative procedures, policies and relevant legislation.
• Ability to build productive working relationships among peers to support effective logistics and planning.

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

Notes

This posting is for one (1) full time, permanent position.

Hours of Work: 36.25 hours/week

Location: Edmonton.
Please note that this position requires full in office presence from Monday to Friday.

This position offers meaningful exposure to high-profile files and international engagement. Candidates should be motivated by responsibility, learning, and contributing beyond strictly defined tasks.

Include a cover letter in your application package. Applications submitted without a cover letter will not be considered. Your cover letter should clearly demonstrate how your education, experience, and skills align with the qualifications and requirements of this position.

Candidates may be asked to complete a written assessment.

The final candidate for this position will undergo an academic check, reference checks, and provide suitable 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.

Applicants are advised to provide information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience and relevant examples of required competencies

In your resume, please include dates (including months and years) associated with all education and work experience. Please also indicate whether your work experience was part-time or full-time.
For example: January 15, 2006 - June 25, 2009: Executive Director of Job Title (Full time)

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.