Role Responsibilities

As an Administrative Assistant, reporting to the Director, you will provide operational and administrative services to the Director and the management team in the Office of the Chief Justice. You will provide a variety of extensive administrative support functions while managing highly confidential correspondence.

The job duties include (but not limited to):

• Information retrieval and research: Researching and composing correspondence for the Director and researching and preparing background material for executive meetings. 
• Schedule coordination: actively managing the commitments and schedule of the Director and coordinating judicia court administration committee meetings 
• Task Management: Monitoring, tracking, and negotiating timelines for the Director and management team related matters
• Records and Information Management: managing the creation and storage of reports, files and official records. 
• Front Line inquiries: Responding directly to day-to-day administrative inquiries on behalf of the Director.
• Ambassador: for the Director and their office, ensuring effective stakeholder management and relations as required. 
• Contributor: actively participate in business process improvement initiatives related to the effective operations of the management team 
• Special Projects: the position may also carry out administrative special projects. 

You will handle highly confidential and sensitive information and demonstrate excellent interpersonal and oral and written communication skills. You will provide support in a highly professional manner with a high degree of autonomy, diplomacy, and confidentiality.

You will respond effectively and knowledgeably to emerging issues and take appropriate, and often independent action, within appropriate guidelines. Sound judgement is used in making decisions, applying policies, procedures, and established practices. Where issues are not clearly defined, you are responsible to draw on experience and/or implement innovative solutions appropriate to the situation.

You are an ambassador for the Director and the Office of the Chief Justice, exhibiting strong interpersonal relationship and problem-solving skills when dealing with internal and external stakeholders. 

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.

The successful candidate will demonstrate the following competencies:

• Agility: Ability to anticipate, assess, and readily adapt to changing priorities, manage resilience in times of uncertainty and effectively work in a changing environment.
• Develop Networks: Proactively building networks, connecting and building trust in relationships with different stakeholders.
• Build Collaborative Environments: Leads and contributes to the conditions and environments that allow people to work collaboratively and productively to achieve outcomes.
• Systems Thinking: The work done within the APS is part of a larger integrated and inter-related environment. It is important to know that work done in one part of the APS impacts a variety of other groups/projects inside and outside the APS. Systems Thinking allows us to keep broader impacts and connections in mind.
• Creative Problem Solving: Ability to assess options and implications in new ways to achieve outcomes and solutions.

Qualifications

All applicants must include a cover letter. Applications without a cover letter will not be considered. In your cover letter, please give us a brief overview (approximately 300-400 words) of why you are suitable for this role. Your grammar and punctuation will be assessed.

High school diploma and three years of related experience (e.g., Legal Assistant, Administrative Assistant, Executive Assistant).

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.

Assets include:

• Considerable working knowledge of court and government systems and processes, legislation and departmental and office policies, procedures and programs.
• Working knowledge of legal procedures and legal terminology. 
• Considerable working experience on office administration, meeting scheduling and taking minutes of the meeting
• Advanced skills in computer applications like M365, including word processing, spreadsheets and presentation software.
• Working experience on 1 GX, Bernie and Arts.

Selected candidates will be asked to complete typing in person prior to scheduling an interview. Typing speed of at least 55 WPM is required.

Candidates may be asked to do further testing

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 is a permanent position for the Calgary location, full-time, working Monday to Friday 8:15AM - 4:30PM, 36.25 hours a week.

In your resume, please include dates (including months and years) associated with all education and work experience. Also, 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).

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. 

Final candidates will be required to undergo a security screening.

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.
• Leadership and mentorship programs.