Section Administrator

Role Responsibilities

Are you a driven and enthusiastic administrative professional? Do you pride yourself on your exceptional organization, verbal and communication skills? Are you proactive in ensuring meticulous attention to detail and strengthening interpersonal skills? You’re planning and organizational skills will enable you to complete monthly budget forecasts, coordinate meetings, prepare agendas and minutes, liaise with partner organizations and follow up on resulting action items. 

If this sounds like you, then the Section Admin position with the Ministry of Agriculture & Irrigation (AGI) may be the perfect opportunity!

Reporting to the Secretariat Director of CAP(Canadian Agricultural Partnership), the Section Admin position plays an integral role in the responsibilities and daily operations of the CAP Secretariat Section. This position provides critical support through a wide range of complex administrative duties to ensure delivery of quality administrative processes and contributes to the overall success of the Section and the broader Policy, Strategy, and Intergovernmental Relations Branch. 

Responsibilities:
Some of the responsibilities of this position include but are not limited to: 

• Issues Management – Action Requests (Ars) and Briefings.
• General Administrative Support to the Director and Section members. 
• Financial Administration.
• Records Management.
• Participation in strategic planning and special projects. 

To be successful in this position, you will demonstrate:

• Strong supervisory/leadership skills.
• Bureaucratic and administrative acumen.
• Superior communication skills and a high degree of flexibility and dependability. 
• Proven ability to work independently, multitask, prioritize work, meet deadlines and work under pressure. 
• Must be strategic, creative, dynamic, and detail oriented.

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:  Works in a changing environment and takes initiative to change. Takes opportunities to improve work processes Anticipates and adjusts behaviour to change. Remains optimistic, calm and composed in stressful situations. Seeks advice and support to change appropriately. Works creatively within guidelines
• Build Collaborative Environments: Facilitates open communication and leverages team skill. Leverages skills and knowledge of others. Genuinely values and learns from others.
• Facilitates open and respectful conflict resolution. Recognizes and appreciates others.
• Drive for Results: Works to exceed goals and partner with others to achieve objectives. Plans based on past experience. Holds self and others responsible for results. Partners with groups to achieve outcomes. Aims to exceed expectations.
• Develop Networks: Proactively building networks, connecting, and building trust in relationships with different stakeholders.
• Creative Problem Solving: Ability to assess options and implications in new ways to achieve outcomes and solutions.

Qualifications

Required: 

• High School Diploma. 
• 3 years of progressively responsible related experience in providing administrative support to senior/executive management. 

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 

Assets: 

• Administrative Professional Diploma/Certification.
• Experience in budget monitoring and financial reconciliation.
• Experience in coordinating and managing briefing material, and experience with Action Request Tracking System (ARTS).
• Experience with general office practices such as data entry, filing systems, records management (paper and electronic), managing information in SharePoint or other document repositories. 
• Financial experience with strong expertise in invoicing, ordering office supplies, surplus, and inventory management. 
• Experience in drafting correspondences, coordinating, compiling briefing notes, documents and reports for senior management.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, Visio, PowerPoint, SharePoint and Adobe Acrobat Pro.
• Experience in MS Access. 
• Experience with ticket or service request management tools such as Service Now (BERNIE) and familiarity with administrative systems such as 1GX. 
• Experience in managing complex calendar, scheduling appointments, organizing and booking meetings, coordinating accommodation and making travel arrangements.
• Valid Class 5 Driver’s License.

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

Term of Employment: Permanent full-time position 
Hours of Work:  Monday to Friday / 36.25 hours per week.
Location: Edmonton 

This position offers hybrid work flexibility. However, it requires full-time in-office attendance for 2-3 weeks (once in a year) for special projects.

Additional Information:
Cover Letter: Applicants are advised to provide a cover letter summarizing information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience, and relevant examples of required competencies. 

Resume: In your resume, please include dates (including months and years) associated with all education and work experience. As well, please indicate whether your work experience is casual, part-time, or full-time. For example, January 15, 2006 - June 25, 2009: Assistant (PT three 8 hrs. shifts/week).

This competition may be used to fill future vacancies, across the Government of Alberta, at the same or lower classification level. 

Final candidates may 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.