Executive Correspondence Support

Role Responsibilities

The Executive Correspondence Support reports directly to the Manager of Justice’s Ministerial Correspondence Unit (MCU) and works closely with the staff members in the Minister’s Office (MO), Deputy Minister’s Office (DMO) and Assistant Deputy Minister’s Offices (ADMOs).

The Executive Correspondence Support provides leadership and assists in day-to-day operations by coordinating and managing a variety of executive support and administration-level operations. The position is responsible for coordinating and assisting with information and workflow through the ministry’s Action Request Tracking System (ARTS) and in providing executive administration on any number of related workflow projects. The successful applicant will work with a great deal of independence as well as collaboratively within the MCU team and with internal ministry and cross-government colleagues.

Main responsibilities include:

• Managing administrative operations within an executive office to facilitate effective and efficient operation of the office, including coordinating information flow within fluid and tight deadlines.
• ARTS coordination (initiating, assigning, monitoring, compiling, assembling and summarizing responsive documents and background materials for review and approval by the Minister and Deputy Minister of Justice – as well as to ensure accuracy, proper formatting and adherence to ministry-specific protocols).
• Reviewing and determining the action required for incoming requests and correspondence – some of which may or may not be tracked in ARTS.
• Handling inquiries from the public, within the department and across the Government of Alberta (GoA).
• Building and maintaining strong collaborative relationships with internal and external GoA stakeholders and contacts.
• Delivering on daily priorities and issue resolution.

 
To be successful in the Executive Correspondence Support role, you will be required to demonstrate:

• Excellent time management, organizational and coordination skills while maintaining a high degree of professionalism and confidentiality.
• A high-level of independent action and thought.
• A strong work ethic.
• Excellent verbal and written communication skills, including the ability to communicate effectively with offices of government executives and key stakeholders.
• Public relations skills – professionalism, relationship building and diplomacy.

For a full copy of the job description, please visit this link.

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.

Agility – You can adapt quickly to changing landscape and priorities, foster agility in others, and create processes and opportunities that encourage proactive and flexible practices.

Drive for Results – You are able to hold true to principles and confront problems directly, taking steps to rectify problem situations.

Develop Self and Others – You have a commitment to lifelong learning and the desire to invest in the development of the long-term capability of yourself and others.

Build Collaborative Environments – You can promote sharing of expertise among wide-ranging teams to achieve ministry outcomes.

Develop Networks – You have the ability to proactively build networks, connect with, and build trust in relationships with stakeholders and colleagues.

Systems Thinking – You are able to see both the big picture and the details. You are able to evaluate broad reaching impacts and use the knowledge to inform and process

Creative Problem Solving – You have the ability to assess options and implications in new ways to achieve outcomes and solutions.

Qualifications

High School Diploma and four years progressively responsible related experience; or equivalent as described below.

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

• 1 years of education for 1 year of experience; or
• 1 year of experience for 1 year education

Requirements:

• Previous office manager-type experience or experience providing support to executives in a large and complex organization.

Assets:

• Experience with Systems Applications and Products (SAP) systems or other Enterprise Resource Planning (ERP) systems (e.g., Success Factors / 1GX, etc.)
• Experience with Microsoft Office Suite; Word (editing and formatting), Outlook, Power Point (presentation development and review), Excel, Adobe Pro, SharePoint
• Experience with records management (ARTS, etc.)
• Experience Managing Protection of Privacy Act requests.

Minimum recruitment standards outline the minimum education and experience required for appointment into a job classification. Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Notes

A cover letter is required. In your cover letter, please provide information that clearly demonstrates how your qualifications meet the advertised requirements for this position.

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

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.

What we offer:

• 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