Program Support Coordinator

Role Responsibilities

If you're the kind of person who keeps everything running smoothly behind the scenes, we want you on our team! Join us as a Program Support Coordinator and be the backbone of our success.
 

King’s Bench Operations provides support and assistance to the King’s Bench Judiciary in the form of court clerks for court operations in civil, criminal, family, divorce, surrogate, bankruptcy and filing court documents via various methods while, providing information to the public regarding court processes. As a Program Support Coordinator, you will be providing a wide range of support to the program areas. 
 
In this position you will assist in supporting important tasks within different areas of operation while collaborating closely with Senior Deputy Clerks/ Deputy Clerks/ Administrators. You will interact with the management team as well as act as a representative when dealing with external ministries, external stakeholders, and the public.

 Main duties and responsibilities will include but not limited to are:
 

• Respond effectively with discretion and sound judgement to all inquiries whether in person, email, or on the telephone.
• Work under the supervision and authority of the Senior Deputy Clerk/ Deputy Clerk/ Administrator for the Criminal/Jury section of King’s Bench Operations.
• Ensure appropriate entries are entered into the CASES database system based on the information provided on the Jury Summons and can be tracked and managed properly.
• Prepare and send appropriate documentation to Jurors that have been excused.
• Ensure files are complete and documentation is properly submitted and placed in the Jury Management Office.
• Follow processes and procedures set out in the Jury Act.
• Maintain and update filing, texts, Alberta Rules of Court, Alberta Statutes and reference materials.
• Serve as the primary contact for smudging requests, ensuring timely and effective service delivery.
• Collaborate with internal and external stakeholders, including members of the public, to address individual and spiritual needs.
• Ensure suitable spaces are identified and prepared for smudging ceremonies, respecting safety guidelines and organizational protocols.
• Coordinate and facilitate smudging ceremonies to individuals before and after court appearances or in other cases as directed. 
• Communicate with managers, supervisors, and staff about training events and opportunities.

An Ideal candidate will posses:
 

• Strong written and oral communication skills, including diplomacy, political sensitivity and empathy.
• In-depth knowledge of business communication practices and administrative procedures.
• Excellent organizational, time management, interpersonal and analytical skills.
• Deal with members of the public as visitors or by telephone, using the applicable skills of tact, diplomacy and discretion consistent with FOIP, the Privacy Act and any other relevant legislation.
• Ability to maintain confidentiality and manage sensitive matters with discretion and tact.
• Demonstrate initiative and flexibility and the ability to prioritize work independently.
• Ability to work with minimal supervision and complete projects within timelines on own initiative.
   

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– You readily adapt to changing communication and information needs and priorities in the Section/Branch/Ministry. 
 
DRIVE FOR RESULTS – You will provide maintenance and delivery of Section and Branch information products and ensure that work aligns with ministry objectives and clients’ needs. 
 
BUILD COLLABORATIVE ENVIRONMENTS– Working closely with others, you will act as a trusted resource to build and maintain relationships and ensure the delivery of timely and quality information and analysis.
 
DEVELOP SELF AND OTHERS– You are committed to lifelong learning and desire to invest in the long-term capability of yourself and others.

Qualifications

Required:

High School Diploma and three years of related administrative experience in an office environment and demonstrated knowledge of M365, Microsoft Teams, and the Outlook suite of applications is required.
 

Assets & Preferences:

• Experience providing administrative support to an executive office.
• Experience with Microsoft Office Suite; Word (editing and formatting), Outlook (scheduling meetings, e-mail distribution lists, etc.) and Excel.
• Certification or training in M365, Office and Microsoft Teams.
• Experience performing records management.
• Experience with budget preparation, drafting correspondence and using SharePoint. 
• Experience with event coordination and Minute taking.
• Experience with CASES/JOIN.
• Experience with 1GX and processing invoices.
   

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

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: 36.25 hours a week.
• These are two full time permanent positions and one temporary – 9 months wage position located in Edmonton.

 
Security screening is required.

• 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 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.