IAPS Executive Support

Role Responsibilities

As the Executive Support, you will report to the Executive Director of the IAPS Implementation Team and are responsible for the accurate and efficient delivery of core business services for the IAPS implementation team and the development of the IAPS itself.

Key Responsibilities:

•    Respond to requests for meetings with the Executive Director and IAPS Chief
•    Schedule and organize meetings including major stakeholder engagements, workshops, and planning sessions.
•    Manages the Executive Director's and IAPS Chiefs schedule, coordinates travel and arranges accommodations.
•    Manages expenditures accurately and in a timely manner.
•    Attends management meetings, prepares minutes, agendas, and follow up on action items.
•    Organizational and administrative support for the IAPS Implementation team and record keeping.
•    Develop administrative processes and systems to increase team efficiency along with recommending and implementing program policy changes in accordance with goals of the IAPS implementation and divisional and ministry business plans. 
•    Administrative management of all ARTs requests, coordination of financial tracking, budget preparation, and monthly forecasting.
•    Overseeing all procurement, records management, contract administration, space planning/infrastructure support, FOIP coordination, and human resources support as the IAPS's workplace administrator (WPA) in 1GX.

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.

•    Agility – Anticipates and adjusts behavior to change. Remains optimistic, calm, and composed in stressful situations. Seeks advice and support to change appropriately. Works creatively within guidelines competencies.  
•    Build Collaborative Environments – Expected to communicate clearly and effectively with all team members and branches/divisions as required to achieve a common goal. Ability to recognize conflict and opportunities and communicate in a respectful manner
•    Creative Problem Solving – Understand priorities to determine the best approach to deal with stakeholders, and staff. Know when to provide the ED with necessary information, and make recommendations to improve efficiency and processes. 
•    Drive for Results – Expected to focus on what is important and timelines while successfully managing multiple priorities by implementing follow-up mechanisms to ensure timely delivery and quality.

Qualifications

Minimum Recruitment Standard: High school diploma PLUS four (4) years of related experience or equivalent as described below. 

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

Required:
•    Demonstrated senior/executive administration skills
•    Demonstrated expertise in developing and implementing new administrative processes, and ability to train and mentor others in the use of same
•    Experience in developing administrative policy
•    Experience working with agencies, boards and/or commissions
•    Excellent computer skills, including the use and understanding of Microsoft Office applications such as Word, Excel, Outlook, Adobe Acrobat and SharePoint
•    Advanced skills in ARTS and 1GX

Assets:
•    Government financial policies and budget processes
•    Government records management policies and procedures including the classification and disposition of documents, and file room operations
•    Legislation and regulations pertinent to the position

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

PLEASE READ CAREFULLY

This position is located in Edmonton. 
Location: Bowker Building (9833 109 Street, Edmonton, AB T5K 2E8) 
Hours: 36.25 hours/week (Work hours M-F 8:15-4:30pm)

Other Application Information:
•    A cover letter is required with your application, outlining how your education and experience aligns with the role.
•    Final candidates may be required to undergo a written test demonstrating writing skills and abilities pre or post interviews.
•    Please indicate employment duration for all roles listed on your resume and whether you worked part-time or full-time. For example, January 15, 2006 - June 25, 2009: Assistant (PT three 8 hrs. shifts/week).
•    This position may require final candidates to undergo a security clearance.
•    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 has 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