Administrative Assistant

Role Responsibilities

Want your career to have a meaningful impact on people’s lives?  To know your ideas and initiatives are helping transform communities and build futures?  The Government of Alberta offers you an opportunity to play an active role in shaping our Province – making it an even better place to live and work.  Discover how working for the Government of Alberta can work for you.

Assisted Living and Social Services – Employment and Financial Services in Crowsnest Pass is looking for a self-motivated individual with excellent communication skills and strong attention to detail to join our team.   In this position, you will provide a wide variety of administrative functions focusing on supporting Albertans to navigate the Income Support program, Assured Income for the Severely Handicapped program, and Child Support Services program, as well as provide information on community services.

As part of a collaborative administrative team, you will follow applicable ministry policies and procedures. You will also play a significant role as a front-line first contact and will greet/meet Albertans in person and over the telephone and must be able to display a sound knowledge of departmental procedures and processes when assisting clients.

This position is a Temporary Full Time Administrative position until November 2027.

The job responsibilities include:

Reception Duties:

• Responds to Albertans needs by telephone and in-person. Determine if Albertans require in-person service, via an appointment, based on assessment of need, or whether they are able to access on-line or telephone supports effectively.
• Assess Albertans to determine if they have urgent needs. De-escalate situations where clients are agitated and expressing themselves in challenging ways.
• Directs or assists clients to appropriate programs or community services.
• Track walk-ins at Alberta Supports Centers and facilitate access to computer use and phone use at resource centers.
• Manage scheduling of in-person appointments based on application of in-person criteria.
• Review client information for accuracy and update systems as necessary either over the phone or in person.

Role Responsibilities Cont'd

Financial Duties:

• Receive payments from Albertans and issue receipts, complete cash blotter and bank deposits, submit documentation to Cash Office and retain documentation for audit purposes as per GOA cash handling policy.
• Ensure transactions are mathematically correct and corresponds to the authorization document and correctly charged to the appropriate fiscal year prior to releasing payments to the Supervisor/Accounting Officer.
• Order and ensure the safe keeping of all negotiable documents; such as signature verifications, drug authorizations, and client cheques and vouchers.  Generate and print cheques as required, control and monitor cheque register.
• Maintain a record of negotiable documents issued, such as vouchers, cheques.
• Ensures proper documentation and inventories are completed for audit purposes.
• Completes financial document controls for returned central cheques and vouchers in collaboration with the worker.
• Reconcile workbooks for employment services.

Program Support Duties:

• When required, enter information on Appeals System, attach appropriate paper work and distribute it.
• Image and index meta-data for incoming documentation to support client circumstances.
• Monitor and provide quality assurance for zone imaging queues, including document processing.
• Conduct electronic file transfers, direct deposit verifications and cheque and voucher inquiries for clients.
• Distribute incoming, and prepare outgoing mail and coordinate courier services.
• Create and maintain client files either electronic or paper and ensures filing is up to date, according to Provincial File Standards.
• Collects and submits program material as requested by other Government departments.
• Ensure all identification and security documents are presented and/or completed accurately regarding FOIP package pickups and follow procedures according to policy.
• Prepare and complete inventories of physical files accurately for all programs (Child Support Services CSS, Income Support, AISH) and administrative records in accordance with records management policy.
• Ensures CSS documents are signed, witnessed and commissioned.
• Contribute to a positive work place by participating in an inclusive, diverse, safe, healthy and supportive environment that promotes and maintains a positive team atmosphere by modeling Alberta Public Service (APS) values. 
• Provides/arranges cover off for administrative roles at the site ensuring all duties are covered travel may be required.

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 Administrative Support opportunities and to be prepared to demonstrate them during the recruitment process. 
 
The following link will assist you with understanding competencies:
https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf. 

Position Specific Competencies: 

• Systems Thinking
• Creative Problem Solving
• Develop Networks
• Build Collaborative Environments
• Agility
• Drive for Results
• Develop Self and Others 

Qualifications

Requirements 

• Administrative Support 4 - High School diploma plus a minimum of two years of related administrative experience. 
• Minimum of one year of work experience using Microsoft Office products (Outlook, Excel, Word, PowerPoint).
  
  

Equivalencies will be considered on the basis of one year of education for one year of experience, or one year of experience for one year of education.

Requirements:

• Demonstrated commitment to providing high-quality client service.
• Strong independent problem-solving abilities, particularly in office operations and conflict resolution.
• Proven ability to prioritize tasks, manage multiple responsibilities, and perform effectively under pressure.
• Strong written and verbal communication skills.
  
  

Assets:

• Experience working with vulnerable Albertans.
• Familiarity with programs offered through Alberta Supports (i.e. AISH, Income Support, etc.).
• Ability to troubleshoot IT issues.
• Proficiency with Microsoft office and M365 products.
• Knowledge of 1GX, Mobius, Compass, TOI, LISA, CCD.
  
  

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification.  For more information, visit https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards 

Notes

• This competition will be used to create an eligibility list of qualified candidates to fill upcoming opportunities. Candidates who are successful in the selection process will be placed in a Talent Pool.  
• Currently, there is one temporary position in Crowsnest Pass, until November 2027.
• 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 candidate's responsibility. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in.  
• Candidates must be legally entitled to work in Canada. 
• Candidates are required to submit a both a resume and cover letter as part of their application. 

• What we offer 
• 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 modified work schedule agreements.
• Leadership and mentorship programs.