MHS Administrative Coordinator

Role Responsibilities

Are you committed to advancing psychological health, wellness, and respectful workplaces across the Alberta Public Service? Do you bring strong administrative and financial expertise to roles that support employees during sensitive situations and ensure essential programs are delivered with care and accuracy? This is your opportunity to contribute to an employee wellness initiative with meaningful impact.

In this role, you’ll be trusted with sensitive information, complex financial processes, and direct communication with employees who may be experiencing distress. Your work ensures employees receive timely information, prompt reimbursement, and seamless access to mental health supports while maintaining strong financial and administrative controls.

What you’ll be responsible for

Program & Administrative Support

• Provide comprehensive administrative support to the Manager, Employee & Workplace Wellness Unit, including word processing, correspondence, records management, and meeting coordination.
• Manage program templates, databases, spreadsheets, and tracking tools to ensure accuracy and consistency.
• Coordinate meeting logistics, agendas, minutes, and follow‑ups for program and project work.

Employee communication & service delivery

• Respond to inquiries from APS employees at all levels regarding EFAP and trauma-informed mental health supports programs.
• Monitoring the mental health supports general mailbox and ensure issues are addressed quickly and by the appropriate resource.
• Communicate clearly, empathetically, and professionally recognizing that some employees may be in emotional distress.
•  Escalate concerns related to safety, wellbeing, or complex cases to Consultants, the Lead, or Manager as required.
  
  

Financial & contract administration

• Process and track PO and NPO invoices for contracted mental health supports and employee reimbursement requests using 1GX, ensuring accuracy and compliance.
• Review employee‑submitted documentation for counselling reimbursements and submit accurate NPOs for authorization.
• Support EFAP billing submissions and related financial processes as required.
• Ensure vendors are paid within the 30‑day payment timeline.
• Maintain accurate financial records, statistics, and confidential employee reimbursement files in accordance with legislation and policy.

Role Responsibilities Continued

Budget & reporting support

• Support program budgeting, forecasting, and expenditure tracking in collaboration with the Branch Coordinator.
• Assist with fiscal year budget estimates and identify discrepancies or risks for discussion with the Manager.
• Prepare statistical reports and tracking data to support program evaluation and continuous improvement.

What success looks like in this role

• Employees receive timely, clear information about EFAP and mental health  supports contracted programs.
• Employee reimbursement requests are processed accurately and on time.
• Inquiries sent to the general mailbox are addressed promptly and appropriately.
• Vendors are paid within 30 days of invoice receipt.
• Financial, statistical, and confidential employee records are accurately set up, maintained, and protected.
• The Manager, Lead, and Consultants can rely on you as a knowledgeable, dependable program and financial support partner.

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.

• Systems Thinking: Observes and understands larger impact of role, sees impact of work on organization; anticipates change in own area based on activities in other areas.
  
  
• Agility: Ability to anticipate, assess and readily adapt to changing priorities, maintain resilience and work effectively in changing environments.
  
  
• Drive for Result: Knowing what outcomes are important and maximizing resources to achieve results that are aligned with the goals of the organization while maintaining accountability.

Qualifications

Minimum recruitment standard: High school diploma and three years of related experience.

Equivalency: Related education and experience are considered on the basis of:

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

Other requirements (i.e. “must haves” to be considered for the role):

• Proficiency in Microsoft Office Suite, and M365.
• Experience working in a payments, finance, or human resources environment.
• The ability to use initiative to work independently and use sound judgement in handling day to day priorities.
• Skilled in clear, effective communication—both spoken and written—with a strong focus on empathetic interactions with clients.
• Proficiency in 1GX or other financial processing system.

Assets (i.e. “nice to haves”):

• Familiarity with various acts and regulations like the Financial Administration Act, Freedom of Information and Protection of Privacy Acts. 
• Proficiency in Adobe Pro.
• The ability to be agile, prioritizing work tasks and utilizing strong organizational skills.
• Well-developed interpersonal skills with ability to work collaboratively and build relationships with others.
• Familiarity with EFAP, contracted service providers, or health related programs.

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

Location: Edmonton

This is a two-year, full-time temporary position, with a possibility of extension.

This competition is being used to fill more than one vacancy and future opportunities at the same or lower classification level.

Hours of Work: 
7.25 hours per day/36.25 hours per week - Monday to Friday, 8:15 am to 4:30 pm

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.
•    Leadership and mentorship programs.