Administrative Assistant

Position Overview

The successful candidate will provide administrative, financial processing, records management, and operational support to the branch. The role requires strong organizational skills, attention to detail, proficiency in Microsoft Office and Adobe Acrobat Pro, and the ability to manage multiple priorities in a government environment.

Key Responsibilities

• Use the ARTS system to assign, track, and process Action Requests (ARs) in accordance with Ministry requirements.
• Monitor and maintain grant-related Action Requests in ARTS.
• Respond to inquiries by directing questions to the appropriate departments or contacts using available resources.
• Prepare written responses and correspondence in accordance with general instructions.
• Prepare invoices for review and approval by the Expenditure Officer.
• Process invoices using the 1GX system.
• Maintain accurate physical and electronic records of invoices and claims.
• Organize and maintain branch files using established records management systems.
• Coordinate and maintain the master file system in accordance with Government of Alberta records management standards.
• Proofread, edit, and format Word documents.
• Maintain tracking records and spreadsheets in Microsoft Excel.
• Prepare documents, memos, and other administrative materials as required.
• Copy, scan, fax, file, and manage physical and digital documents.
• Organize events, coordinate meetings, and book meeting rooms as needed.
• Answer telephone calls and respond to emails.
• Support general administrative operations and ensure the timely completion of assigned tasks.
  
  

Required Knowledge

• Knowledge of government and departmental administrative policies, procedures, and standards, including Ministry style guides, Action Request processes, financial timelines, records management, and hosting policies.
• Understanding of branch business priorities to support decision-making and task prioritization.
• Knowledge of branch programs and services.
• Awareness of legislation governing access to information and protection of personal information, including the applicable Alberta legislation.
• Awareness of the branch's stakeholder network and current issues affecting its operations.
• Advanced knowledge of relevant software tools and automated systems, including:
• Microsoft Office, particularly Word and Excel
• Adobe Acrobat Pro
• Microsoft Outlook
• Relevant web-based and internet applications
• Records and information management systems

Required Skills and Abilities

• Ability to coordinate and prioritize a high volume of work within tight deadlines.
• Strong interpersonal and communication skills, including the ability to communicate effectively with colleagues, clients, and stakeholders.
• Written communication skills to prepare correspondence, presentations, and other materials for diverse audiences, and to follow up as required.
• Strong organizational skills to manage and monitor multiple ongoing tasks.
• Effective time management and prioritization skills.
• Accurate keyboarding, document editing, proofreading, and formatting skills.
• Basic research skills to gather and compile information for projects.
• Ability to make independent decisions while considering their potential impact on the Executive Director and the branch.
• Ability to work independently under general direction, demonstrate initiative, and follow through on assigned tasks.
• Keen attention to detail and commitment to accuracy.
  
  

Education and Experience

• High school diploma or GED.
• Minimum of two years of administrative experience.
  
  

Mandatory Qualifications

Candidates Must Meet The Following Requirements

Qualification

Minimum Requirement

Education

High school diploma or GED

Adobe Acrobat Pro

Two years of experience editing documents

Information Management

Two years of experience working in an information management environment

Document Formatting

Two years of experience proofreading and formatting Word documents in a professional work setting

Microsoft Outlook

Two years of experience using Outlook for email, task management, and calendar tracking

Conflict of Interest

Completion of the required Yes/No attestation

Preferred Qualifications (Nice To Have)

Qualification

Preferred Requirement

Education

Relevant post-secondary education in office administration or a related field

Financial Reporting

Two years of experience with financial reporting

Records/Document Management

Two years of experience using SharePoint for records or document management

Ticket-Based Work Environment

Two years of experience working in an environment where tasks are managed through a ticketing or request-tracking system

Relevant Experience

Two years of experience in a similar role with duties applicable to this assignment

Work Arrangement and Location

Location

10020 100 Street, Edmonton, Alberta, Canada

Work Arrangement

Fully onsite five days per week at the office.

Working Hours

Monday to Friday, 8:15 AM to 4:30 PM Alberta time, with a one-hour lunch break. Provincial holidays are excluded.