Role Responsibilities

As the Executive Assistant to the Chief/Associate Chief Justice of the Court of King's Bench of Alberta, reporting to the Senior Manager of the Court of King's Bench, the incumbent provides paralegal and administrative support to the Chief/Associate Chief Justice in accordance with governing policies and procedures which includes personal and highly confidential administrative services.

The main responsibilities of this position include:

• Reviews background information on matters requiring the Chief/Associate Chief Justice's attention and relays discrepancies or potential concerns to the Chief/Associate Chief Justice.
• Responds effectively, with discretion and sound judgment, to inquiries on a variety of matters, whether operational or administrative in nature, and acts as initial contact for Government officials, the judiciary, Court staff, the legal profession and the public.
• Take and transcribe from Dictaphone judgments, confidential correspondence, judicial reports, speeches and other correspondences.
• Acts independently and pro-actively to provide support to the Chief/Associate Chief Justice in all aspects of his judicial and personal duties.
• Maintain the Chief/Associate Chief Justice's calendar by arranging appointments, meetings and conference calls with the judiciary, Government officials, Court personnel and legal counsel, etc. Coordinates all aspects of travel arrangements for the Chief/Associate Chief Justice to attend meetings, conferences, and judicial sittings throughout the country. This involves working with tight time frames, organizing documentation and materials as required.
• Provides highly personal and confidential administrative services to the Chief/Associate Chief Justice.
• Compose judicial and personal letters and memorandums in accordance with the Chief/Associate Chief Justice's instructions or on own initiative.
• Work independently on special projects and assignments as directed by the Chief/Associate Chief Justice.
• Provides assistance to the Chief/Associate Chief Justice serving on special ad hoc boards and commissions which includes preparation and distribution of Minutes and Agendas.
• Liaises with various Federal and Provincial Government officials, the judiciary, external agencies, members of the Bar, and acts as a liaison with Court officials in other jurisdictions.
• Responsible for the preparation and formatting of final judicial determinations following stringent departmental policies and standards to ensure appropriate stakeholders receive judicial judgments in an effective and timely manner.
• Prepares and formats electronic Judgments in accordance with the Canadian Guide to Uniform Legal Citation.
• Production of Judgments, the Alberta Courts Website Privacy Protocol and Court procedure, by way of utilizing handwritten drafts.
• Verifies legal text by retrieving cases, checking citations and statutes in accordance with the guidelines set out in the Canadian Guide to Uniform Legal Citation. Researches information on CASES system and any relevant material for any special status, seals or restrictions on Court files. Complies with directives of the Privacy Checklist for Judgment Preparation with respect to all bans/orders and ensures that identifying information which could compromise privacy rights of parties and witnesses is removed.
• Coordinates with the clerk's office the filing and distribution of completed Judgments in accordance with directives and Court procedure.
• Follows a precise and detailed policy for notification and release of Judgments to the media.
• Ensures completed Judgments are forwarded to the Provincial Judgment Database

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To be successful in the role, you will be required to demonstrate:

• Excellent time management, organizational and coordination skills while maintaining a high degree of professionalism and confidentiality. 
• A high-level of independent action and thought.
• Excellent verbal and written communication skills, including the ability to communicate effectively with offices of the Minister and government executives as well as key stakeholders.
• Public relations skills – professionalism, relationship building and diplomacy.
• The ability to multitask and organize conflicting priorities with competing deadlines.
• Excellent organizational skills and a keen eye for detail.
• Experience in identifying and setting priorities.

For a detailed copy of the job description, please visit this link.

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 – Must be able to anticipate, assess, and readily adapt to changing  priorities, maintain resilience, and work effectively in changing environments.

Drive for Results – Sets goals and prioritizes work to accomplish them- Follows through on duties and tasks and reports on progress.

Develop Self and Others – Desire to invest in the development of the long-term capability of self and others.

Build Collaborative Environments – Leads and contributes to the conditions and environments that allow people to work collaboratively and productively to achieve outcomes.

Develop Networks – Proactively builds networks, connects and build trust in relationships with different stakeholders.

Systems Thinking – Understands how work contributes to the achievement of departmental goals. Anticipates changes in own area based on activities in other area.

Creative Problem Solving – Have the ability to assess options and implications in new ways to achieve outcomes and solutions.

Qualifications

The ability to communicate in English fluently (orally and in writing) is mandatory.

Two-year related diploma and three years progressively responsible related experience; or equivalent as described below. Preference will be given to candidates 

Directly related education or experience considered on the basis of:

• 1 years of education for 1 year of experience; or
• 1 year of experience for 1 year education 

Preference will be given to candidates with 10+ years of directly related Legal Assistant, Paralegal and/or Executive Assistant experience.

Assets:

• Strong experience managing, scheduling, and coordinating day-to-day operations including calendar, meeting and email management.
• Legal profession
• Strong computer skills, good knowledge of appropriate software and ability to organize data logically (Microsoft Word, Excel and Power Point, Visio, Outlook)
• Experience with writing, editing and routing action requests and correspondence. 
• Experience in issues management and ability to solve operational and procedural issues
• In-depth knowledge of business communication practices and procedures.
• Excellent organizational, time management, interpersonal and analytical skills.
• Ability to maintain confidentiality and handle sensitive matters with discretion and tact.
• Ability to demonstrate a high degree of professionalism.
• Must have unquestionable integrity.
• Perform complex assignments with proficiency.

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

A cover letter is required. In your cover letter, please provide information that clearly demonstrates how your qualifications meet the advertised requirements for this position.
 

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).
 

Pre-employment checks will be completed to assess the candidate’s suitability for a role. These checks can include (but are not limited to): references, criminal record check, and academic verification. 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. 

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
• Leadership and mentorship programs
• Professional learning and development – https://www.alberta.ca/alberta-public-service-human-resource-directives
• 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 agreements
• Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca