Office Coordinator

Role Responsibilities

Do you excel at keeping operations organized and running smoothly while managing complex administrative and financial processes? If you thrive in a fast-paced environment where accuracy, confidentiality, and attention to detail are essential, this role is for you!

As the Office Coordinator, you will be the backbone of the Custody Administration Branch, supporting the Executive Director and senior leadership team. In this role, you will oversee financial planning, HR transactions, procurement, and administrative operations while ensuring compliance with government policies. You will also play a key role in coordinating schedules, organizing meetings and training logistics, and maintaining accurate records and documentation.

Key Responsibilities

• Financial Management: Prepare and monitor budgets, reconcile expenditures, and provide financial guidance to leadership.
• Quality Assurance: Conduct administrative audits, review processes for accuracy, and recommend improvements.
• Human Resources Support: Coordinate HR transactions, maintain organizational charts, and process staffing requests.
• Administrative Operations & Scheduling: Manage office systems, respond to inquiries, maintain inventory, coordinate branch meetings, book meeting and training spaces, and manage schedules for leadership and branch activities.
• Records & Document Management: Maintain accurate files, ensure compliance with retention schedules, and review documents for completeness and accuracy.
  
  

As the ideal candidate, you will bring:

• Strong organizational skills to manage multiple priorities effectively.
• Attention to detail and accuracy in financial and administrative processes.
• Sound judgment with analytical and problem-solving abilities.
• Excellent written and verbal communication skills.
• Proficiency in financial systems, HR processes, and Microsoft Office.
• A proactive approach to improving efficiency and supporting innovation.
  
  

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.

The successful candidate will demonstrate the following competencies:

• Systems Thinking: Understands how financial, HR, and operational processes interconnect within the branch and Ministry.
• Creative Problem Solving: Applies innovative approaches to resolve complex administrative and financial issues.
• Agility: Adapts to changing priorities and evolving processes while maintaining accuracy and efficiency.
• Drive for Results: Delivers high-quality work under tight deadlines, ensuring compliance and achievement of branch objectives.
• Build Collaborative Environments: Establishes strong relationships with internal and external stakeholders.

Qualifications

Required: High school diploma and three years of related experience; or equivalent as described below.

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.
  
  

Related Education

Post-secondary education in fields such as Business Administration, Criminal Justice, Legal Administration, Legal Assistant, Paralegal, Sociology, or Social Sciences is considered an asset.

Related Experience
Experience should include administrative support in areas such as financial management, HR transactions, or office coordination. Relevant roles may include Administrative Officer, Executive Assistant, Finance Clerk, Office Coordinator, HR Assistant, etc. Experience in related environments such as correctional centres, legal offices, or court settings is highly valued. 

Candidates with the following will be strongly considered:

• Government or Public Sector Experience: Previous work within the Alberta Public Service or another government organization, or in related environments such as correctional centres, legal offices, or court settings.
• HR and Financial Administration Expertise: Experience completing HR transactions (e.g., staffing requests, payroll coordination) and managing confidential financial or personnel data.
• Systems and Technology Skills: Hands-on experience using government or enterprise systems such as ARTS, 1GX, ORCA, JOIN, or CPIC, along with proficiency in Microsoft Excel and SharePoint.
• Records and Documentation Management: Experience applying retention schedules, maintaining compliance, and preparing accurate reports and correspondence.
  
  

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

Hours of Work: permanent, full-time role with the standard weekly work hours of 36.25, Monday to Friday.  

Office location: Edmonton, Calgary, or Lethbridge – based on the successful candidate’s preferred location.

Candidates may be asked to complete a written assignment as a part of the interview process.

All applicants must include a cover letter. Applications without a cover letter will not be considered. In your cover letter, please provide a brief overview (approximately 300-400 words) of why you would be suitable for this position. Cover letters may be assessed for grammar, spelling, and punctuation as part of the screening process.

Instructions for your Resume:

For Employment Experience:

• Please indicate duration of employment (month, year)
• Please specify employment status (i.e., casual, part-time, or full-time)
• Ex: Issues Coordinator, Jan 2006 - June 2009, Part-time (three, 8-hour shifts/week)
  
  

For any Post-Secondary Education:

• Please specify your major and length of program.
• Please specify the year you graduated.
• Ex: Bachelor of Social Science, 4-year Degree (Graduated 2017)
  
  

Final candidates for this position will be required to provide a Fingerprint Based Criminal Record Check. Any associated costs will be your responsibility, and you are only required to provide this check if requested. We cannot accept on-line Criminal Record Checks, from a non-Policing Agency.

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.