Area Office Coordinator

Role Responsibilities

If you are looking for an opportunity to use your administrative skills, this job is for you!  

Reporting to the Regional Controller and part of the South Region administrative team, you will provide a broad range of administrative services and support to various areas within the South Region – Alberta Parks. While this is not a front-line position, much of the work focus directly supports front-line service delivery that directly impacts the enjoyment, health and safety of park visitors.

In this role, you will:

• Provide administrative assistance to various field-based park operational programs – infrastructure, maintenance, visitor services, and resource management within the region.
• Assist HR with administration of personnel at the area level, to review and ensure accuracy when assisting with processes for all levels of hiring for all seasonal wage hiring commencement and onboarding procedures, ensure all termination practices are completed.  Assist with administration of all salary employees within the area, review and guide payroll submissions, expense claims, and procurement cards; ensure accuracy and audit practices are met and followed.
• Assist with area training, and other onboarding activities; assist all employees in administration, to help support delivery of front-line programs. 
• Assist with vendor contracts, process accounts payable and accounts receivable transactions, and ensure all financial and contractual obligations for vendors and contractors are met within proper guidelines and timelines
• Maintain financial spreadsheets to track and reconcile accounts receivable, to ensure all revenue is accurate; track and reconcile all accounts payable to assist with expenditure spending plans for budget and forecast purposes for the area. 
• Manage record files related to electronic and paper filing, upkeep of all area  records in the GoA shared internal computer folders and disposition of old file records
• Assist with review and updating inventory records for all area assets.

To be successful in this role, you will also need to convey information to others about administrative processes, manage time and priorities and build and maintain relationships with others to ensure successful day-to-day operations.  

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 will need the ability to prioritize work and identify tasks that need immediate attention and respond appropriately and be adaptable to changes in procedures and processes.

Creative problem-solving – A certain degree of creativity is required to find ways to streamline processes, reduce duplication and innovate for possible new solutions to enhance efficiency. 
 
Systems Thinking – By having awareness of the department’s regulations, policies and procedures related to financial and personnel administration responsibilities, you will have a better understanding how your duties impact day-to-day and forecasting operational needs.

Build Collaborative Environments – You will work within a team to support and communicate effectively with others and respond to stakeholders to achieve desired Branch and Ministry outcomes.  
 

Qualifications

Education and Experience:

• High school diploma and three years of related experience. 

Equivalency: Directly related experience or education considered on the basis of:  

• one year of experience for one year of education or 
• one year of education for one year of experience. 

Requirements:

• Criminal Record Check
• Class 5 Driver’s License 
• 5-year printed Driver’s abstract, showing a driving record of eight (8) demerits or less.
• Proficient use of MS Office Suite, particularly advanced use of Excel and Word 
• Experience with expense budgeting and revenue forecasting
   

Assets include: 

• Accounting experience
• Experience assisting with HR tasks that relate to staff orientation and training
• Ability to work with IT to trouble shoot and articulate IT related issues
• Versatility between different software programs
• Experience using 1GX

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 position is a permanent, full-time position with the standard hours of work as 36.25 hours per week, Monday to Friday and can be based out of the Lethbridge Administration Building or the Medicine Hat Provincial Building. 

In your resume:
Include date ranges (month and year) associated with all education and work experience
Indicate whether your work experience was casual, part-time (PT) or full-time (FT) 
Example:  Maintenance Foreman: Jan 2016 – June 2019 (PT, 3 eight- hour shifts per week)

Excel testing will be required of interviewees. 

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
• 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