Office Administrator

Role Responsibilities

As an Office Administrator, you will support the Consumer Services Branch by working independently within established guidelines, and you will organize your day-to-day work to ensure smooth functioning of the Strategic Policy, Education and Innovation (SPEI) Unit.

Reporting to the Director of SPEI, as the Office Administrator, you will provide support services to ensure that day-to-day administrative needs are met. You will review financial documents for adherence to Government of Alberta (GoA) requirements, and provide monthly tracking and reporting of related items.

You will be expected to understand and adhere to established GoA, departmental and branch policies, and processes, policy directives, and guidelines. You will be expected to use your good judgement when applying these regulations and guidelines.

Responsibilities will include:
•    Provide comprehensive administrative support to the SPEI Director, Manager and the professional team.
•    Financial management and procurement activities including processing invoices, honorarium claims, expense claims, and budgeting and forecasting for the Unit. 
•    Provide administrative support for Service Alberta and Red Tape Reduction Appeal Boards including liaising with current and prospective appeal board members In addition, you will process travel and accommodation claims ensuring that policies and directives are followed. 
•    Liaise with both internal and external stakeholders.
•    Maintaining and updating the SharePoint Online (SPO) site for the SPEI Unit.
•    Provide SPEI project assistance to the Director and Manager and the professional staff for special projects and branch wide activities as needed.
•    Coordination of Action Request and the Action Request Tracking System (ARTS) that will include tracking the status of requests.
•    SPEI Contract administration – including reviewing incoming contract documentation for accuracy and completeness of submission.
•    Provide backup support for the Executive Director and ADM office in the absence of executive support.

The ideal candidate will demonstrate the following characteristics:
•    Expert knowledge of MS Office Suite including Outlook, Excel, Word, PowerPoint, and SharePoint. 
•    Knowledge of Minister/Deputy Minister writing guidelines.
•    Good knowledge of government records retention and information management policies and systems.
•    Experience using the Action Request Tracking system (ARTS).
•    Experience with 1GX and financial transactions and invoice processing. 
•    Must have exceptional organizational skills and time management skills.
•    Excellent writing and grammar skills, to edit and format various types of documents.
•    Excellent written and verbal communication skills.
•    Excellent typing skills.

Please click on this link to view the job description for this position.

Qualifications

High School diploma with three years of related administrative support experience.

Equivalencies may be considered:
Certificate with a minimum of two (2) years related administrative support experience, Diploma with a minimum of one (1) year related administrative support experience.

Required:
•    Experience in financial administration processes (processing invoices, expense claims, budgeting and forecasting and ordering/maintaining office equipment).
•    Experience and proficiency in MS Office (Word, Office, and Excel).
•    Experience drafting and editing correspondence and reporting for senior management.
•    Experience liaising and supporting with external and internal stakeholders.
•    Experience maintaining a senior management calendar and schedule.

Assets:
•    Experiences maintaining and updating SharePoint sites.
•    Experience working in the Action Request Tracking System (ARTS) (reviewing, prioritizing, tracking and responding).
•    Experience supporting stakeholder meetings. 
•    Experience supporting contract management.
•    Experience arranging travel arrangements.

Candidates with lesser qualifications may be considered at a lower classification and salary.

We suggest that you provide a cover letter demonstrating why your education and/or work experience relates to this role.

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.

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 – Ability to assess options and implications in new ways to achieve outcomes and solutions.
Agility - Ability to anticipate, assess, and readily adapt to changing priorities, manage resilience in times of uncertainty and effectively work in a changing environment.
Systems Thinking – Understands that work done in one part of the APS impacts a variety of other groups/projects inside and outside the APS. Systems Thinking allows us to keep broader impacts and connections in mind.
Building Collaborative Environments - Contributes to the conditions and environments that allow people to work collaboratively and productively to achieve outcomes.

Notes

Hours of work:  Monday – Friday, 8:15 am - 4:30 pm (36.25/week)

Positions currently available: One (1) Permanent 

Location: Commerce Place, 10155 – 102 Street, Edmonton Alberta, T5J 4L4

Please outline how your experience relates to the qualifications in detail in your cover letter.

Final candidates will be required to undergo a 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.

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.
•    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.
•    Leadership and mentorship programs.
•    Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca.