Records Dispatch Clerk Assistant Supervisor

Role Responsibilities

We’re looking for a driven, detail-oriented Assistant Supervisor to help lead our team. If you're passionate about motivating others, streamlining operations, and making an impact every day, this could be your next move. Step into a role where your voice matters, your ideas are valued, and your leadership potential can truly shine.

In this position your main responsibility is to coordinate record retention/disposition for Court of King’s Bench Civil, Divorce, Criminal, and Surrogate/Bankruptcy court, Court of Justice Civil, Criminal, Family & Youth in order to ensure optimum use of available filing space. You will be responsible for the direct supervision of five file clerk positions. 

Your responsibilities include but not limited to are:

• Coordinate record retention/disposition for Court of King’s Bench and Alberta Court of Justice.
• Liaise with Managers at various court levels to assess present file space requirements and forecast future requirements as they relate to records retention.
• As a working supervisor, ensure efficient and accurate filing and information retrieval systems are maintained.
• Supervise five file clerk positions and one mail clerk position.
• Identify staffing requirements, assign work, recommend hiring, coach, train and evaluate employees.
• Meet with employees to resolve conflicts, or attendance issues.
• Consult with the Unit Supervisor and recommend disciplinary action.
• Act as assistant POPA (Protection of Privacy Act) Representative.
• Assist in the audit and review of administration files and identify any FOIP issues.
• Review orders of the Information and Privacy Commissioner and provide feedback to the Unit Supervisor regarding any new legislation.
  
  

Knowledge, Skills and Abilities:

• Knowledge of the Alberta Rules of Court.
• Knowledge of Public Records Authorities and Schedules.
• Knowledge of various Provincial and Federal Statutes as they relate to record retention/disposition and document filing.
• Records Management training is desirable.
• Excellent Communication skills.
• Knowledge of Master Agreement and relevant Subsidiary Agreements.
  
  

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 in supervising and managing the Team.

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

• This is one full time permanent position located in Edmonton.
• Hours of work: Monday to Friday, 36.25 hours

Candidate will be required to undergo 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.
• 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.