Executive Assistant

Role Responsibilities

Reporting to the Executive Director  of Program Implementation and Coordination, this position is responsible for supporting the successful and efficient operation of the Branch within the Division.

This position is responsible for providing an advisory role to other staff within the division for inquiries and training on administrative policies and procedures for the department, ministerial correspondence, letters, memorandum, briefings, 1GX, and ARTS protocols, policies and procedures. performing a lead role to coordinate the delivery of administrative support services to the Executive Director, including:

• Provide administrative assistance and support to the Executive Director, Directors, Managers, and branch staff as required.
• Establish and prioritize daily office activities of the Executive Director's office by reviewing calendars; scheduling appointments with staff, clients, and stakeholders; booking boardrooms; assembling and organizing logistics and background materials for meetings; and organizing teleconferences.
• Create and maintain paper and electronic filing systems for the Executive Director's office and branch.
• Administration of contracts, including creating and reviewing contract documentation to ensure completeness, accuracy and compliance with policies and procedures, Assist the Executive Director, Directors and Managers by researching files containing past correspondence to gather relevant pieces of information to coordinate a response on a specific topic.
• Liaise with the Assistant Deputy Minister's office and branches to ensure deadlines are met and administrative support efforts are consistent and coordinated.
• Provide administrative assistance and policy interpretation to branch staff, providing information, explanation and interpretation regarding administrative policies and procedures, such as claiming travel expenses, staff development, human resource issues, and action requests.
• Make travel/accommodation arrangements and schedule meetings; Track Progress of outgoing Action Requests in ARTS or with the Executive Director’s office.
• Maintain Action Request records system and update Action Request correspondence templates as required.
• Manages and schedules all matters needing Executive Director attention or participation.
• Schedules and organizes meetings involving senior government officials within the Government of Alberta.
• Prepares and prioritizes material in advance of meetings and presentations, prepares briefs, agendas, records of decision, and follow-up on action items.
• Compose correspondence and facilitate various requests for approval by the Assistant Deputy Minister/Senior Financial Officer.
• Organize Branch meetings with internal, interdepartmental, and external partners and stakeholders, and handle all related administration details (facilities, agendas, etc.).
• Review, process, monitor and prepare financial documentation in 1GX, which includes coding, verifying the accuracy of, and processing invoices for payment; tracking expenditures; and preparing fiscal year-end accrual documents. Inconsistencies and anomalies found within invoices must be resolved by contacting vendors and Finance officials.
• Prepare and submit expense claims as proxy for the Executive Director, Directors and Managers.
• Support procurement of office supplies and services, often as a fisrt point of contact for vendors ans service providers.
• Review expense claims for branch staff in 1GX, ensuring claims are processed in a timely manner and in accordance with the Treasury Board and Finance direction.

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.

• Creative Problem Solving - Facilitates the creation of a work environment for generating and finding newer ideas to solve existing and potential problems.
• Agility - Possesses an ability to create an adaptable environment and overcome barriers through proactive and flexible approach to work.
• Develop Networks - Develops and sustains a network of relationships across the division and with other GOA ministries on issues and work with other branches to develop effective communication channels to enhance and maximize the effectiveness of interactions.
• Develop Self and Others - Proven ability to foster partnerships and to achieve organizational goals within an organization by adopting a continuous improvement approach to enhance efficiency and productivity among team members.

Qualifications

High school diploma and four 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.

Assets:

• Good working knowledge of office administrative systems and procedures.
• Excellent organizational skills, time management skills, and the ability to analyze, organize, and prioritize in order to handle the diversity and fast pace of the job.
• Excellent knowledge of office software (Word, Excel, Teams, SharePoint, Outlook, and Internet) and proficiency in working with various financial and other systems (1GX, EPS, BERNIE, P-Card, and ARTS).
• Working knowledge of legislation and department/government financial and administrative policies, procedures, processes (Financial Policies, Expenditure Officer Responsibilities, Payroll and
• Benefits Regulations and Directives, Master Agreement, Access to Information Act, Protection of Privacy Act, etc.).
• Exemplary interpersonal skills to maintain efficient Branch operation and good working relationships.
• Good judgement, and independent decision-making and problem-solving skills.
• Excellent oral and written communication skills.
• Works independently and takes initiative.

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 (1) permanent, full-time position working 36.25 hours per week, Monday to Friday.

This position is based in Edmonton. We require you to attach a Cover Letter with your application explaining your qualification and suitability for this role. For each job kindly indicate the position title, name of organization and start and end month and year clearly.

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.