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Added 17 mins ago
MB
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- Full-time
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Added 11 hours ago
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Executive Assistant
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Alnwick/Haldimand, ON · Belleville, ON · Goderich, ON · Greater Napanee, ON · Guelph, ON · Hearst, ON · King, ON · London, ON · Neebing, ON · Sudbury, ON · Timmins, ON · Toronto, ON · Utopia, ON · Walsingham, ON · ON
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S M Software Solutions Inc

GOAPRDJP000001044 – Administrative Assistant – Junior

AB, Canada
Edmonton, AB, Canada

Internship

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Job details

Job type: Internship
Apply by: Nov 19, 2026
Posting language: English
Posted: Oct 20, 2026

Original job description

Client: Government of Alberta – GOAPRDJP000001044

We are seeking a detail-oriented Administrative Assistant – Junior to provide administrative, records management, document processing, financial support, and coordination services for the Government of Alberta. The successful candidate will assist with processing and tracking Action Requests, managing grant-related requests, preparing and processing invoices, maintaining accurate physical and electronic records, formatting documents, coordinating meetings, and responding to inquiries. The ideal candidate will have strong organizational, communication, document management, and time management skills, along with experience using Microsoft Office, Adobe Acrobat Pro, Outlook, and electronic records management systems.

Role Snapshot

Job Title: GOAPRDJP000001044 – Administrative Assistant – Junior
Client: Government of Alberta
Work Location: Thirteenth Floor, 10020 – 100 Street, Edmonton, Alberta, Canada, T5J 0N3
Work Arrangement: Onsite
Estimated Start Date: November 16, 2026
Estimated End Date: April 30, 2027
Business Days: 115.00
Hours: 7.25 hours per day
Maximum Extension Term: 12 months

Must Have

2 years of experience editing documents using Adobe Acrobat Pro or similar PDF editing software.
2 years of experience in records and document management, with a strong understanding of the records life cycle for both physical and electronic formats within information systems.
2 years of experience proofreading and formatting Word documents in a work setting.
2 years of experience using Microsoft Outlook for email messaging, task and calendar tracking, and other relevant productivity features.

Nice to Have

2 years of experience with and knowledge of financial transactions, ensuring the accuracy and reliability of financial data, and using Microsoft Excel.
2 years of experience with records management/document management using SharePoint.
2 years of experience working in an environment where work is delivered through a ticketing system or email.
2 years of relevant experience in a role similar to this position. Experience must be applicable to the role.

Description

Duties and Responsibilities

The successful candidate's duties will include, but are not limited to, the following:

Use ARTS to assign, track, and process Action Requests according to Ministry requirements.
Monitor and maintain grant-related Action Requests in the ARTS system.
Respond to inquiries by directing questions to the appropriate area based on a thorough understanding of available contacts and resources.
Compose written responses according to general instructions.
Prepare all invoices for review and approval by the Expenditure Officer.
Process invoices using 1GX.
Maintain accurate physical and electronic records of all invoices and claims.
Organize and maintain branch files by creating records using current records management systems.
Coordinate the master file system to ensure proper record keeping in accordance with Alberta Government standards and expectations.
Proofread and format Word documents.
Track records using Microsoft Excel.
Create documents and memoranda as required.
Copy, scan, fax, file, and manage physical and digital documents.
Organize events, coordinate meetings, and book rooms as required.
Answer phone calls and emails.

Knowledge

The Candidate Should Demonstrate The Following Knowledge

Knowledge of government and departmental administrative policies, processes, and standards, including ministry style guides, processes related to Action Requests (ARs), financial timelines, records management, and hosting policies.
Knowledge of branch business priorities and the ability to apply this knowledge when making decisions and prioritizing activities.
Knowledge of branch programs and services.
Awareness of legislation governing the Access to Information Act (ATIA) and Personal Information Protection Act (POPA), and an understanding of how it applies to branch information.
Awareness of the diverse stakeholder network connected to the branch and its current key issues.
Advanced knowledge of software tools, automated systems, and applications used to carry out responsibilities, including Microsoft Office (Word and Excel), Adobe, relevant web/internet applications, and records management systems.

Skills And Abilities

The candidate should possess the following skills and abilities:

Ability to coordinate and prioritize large volumes of work within short timelines.
Strong interpersonal and communication skills, including the ability to communicate with other staff members, clients, and stakeholders, and to supervise the administrative team.
Strong written communication skills to prepare correspondence, presentations, and other materials for a range of audiences, and to follow up on correspondence as necessary.
Strong organizational skills to prioritize and monitor multiple ongoing tasks.
Effective time management skills, including the ability to prioritize multiple functions efficiently.
Accurate keyboarding and document formatting skills.
Basic research skills to compile information for projects.
Ability to make decisions independently while considering the consequences and impact on the Executive Director and branch.
Ability to work independently under general instruction, take initiative, and follow through with tasks.

How to Apply

If you have the required experience and are available for new opportunities, kindly send the following mandatory documents to hrsmss@smsoftconsulting.com by Thursday, October 22, 2026, at 4:00 PM EST.

Mandatory Documents

Updated Resume in Word format (Mandatory)
Skills Matrix and References (Mandatory)
Expected Hourly Rate (Mandatory)
Visa Status (Mandatory)
LinkedIn ID (Mandatory)

Without the mandatory documents, we cannot submit a candidate.

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Note

This is an Onsite role, as specified under the worker model.

We make sure to screen every resume we receive in response to the positions shared, but we cannot reply to every applicant due to the heavy workload. However, only shortlisted candidates with the required skills will be contacted.

Email is the best way to reach us.

You have received this message either as a result of contacting our company to express interest in employment or as a result of posting your resume in a location that can be accessed by recruiters or HR specialists, which suggests an interest in being contacted about employment opportunities.

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More about this job

Responsibilities

Process and track Action Requests and grant-related requests, prepare and process invoices, and maintain accurate physical and electronic records. Format documents, respond to inquiries, coordinate meetings and events, and provide general administrative and document-processing support.

Requirements

The role requires at least two years of experience editing PDFs with Adobe Acrobat Pro or similar software, managing records and documents, proofreading and formatting Word documents, and using Outlook. Preferred experience includes financial transactions and Excel, SharePoint records management, ticketing or email-based workflows, and similar administrative work.

Skills

Records Management
Document Management
Adobe Acrobat Pro
Microsoft Word
Microsoft Excel
Microsoft Outlook
SharePoint
Invoice Processing
Financial Data Accuracy
Action Request Processing
Document Proofreading and Formatting
Organization and Prioritization
Time Management
Written Communication
Meeting Coordination

Visa sponsorship

Not detected in the job text

Keywords

Government of Alberta
Administrative Support
Action Requests
ARTS
Grant Administration
Invoice Processing
1GX
Records Management
Document Management
Records Life Cycle
Adobe Acrobat Pro
Microsoft Office
Microsoft Word
Microsoft Excel
Microsoft Outlook
SharePoint
Document Proofreading
Document Formatting
Financial Transactions
Financial Data Accuracy
Ticketing Systems
Email Correspondence
Access to Information Act
Personal Information Protection Act
Meeting Coordination
File Management
Stakeholder Communication

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