Role Responsibilities

Are you a driven and enthusiastic administrative professional? Do you pride yourself on your exceptional organization, verbal and communication skills? Are you proactive in ensuring meticulous attention to detail and strengthening interpersonal skills? You’re planning and organizational skills will enable you to complete monthly budget forecasts, coordinate meetings, prepare agendas and minutes, liaise with partner organizations and follow up on resulting action items.

Reporting to Director of Export Development and Industry Grants, this position provides a full range of complex administrative services to a senior manager, branch administrator and section staff. The job is done independently and functions as an administrative manager for a section composed of managers and specialists located in offices across the province.

This position is responsible for the section operations, financial administration through 1GX, contract preparation, and direct support to a Director and section management team. The Section Administrator is the key contact for the section on Finance, 1GX, Human Resources and Action Request Tracking System (ARTS) tasks. This position requires a high level of confidentiality, initiative and problem solving.

Responsibilities:

Some of the responsibilities of this position include but are not limited to:

• Issues Management – Action Requests (ARs) and Briefings.
• General Administrative Support to the Director and Section members.
• Financial Administration.
• Records Management.
• Participation in strategic planning and special projects. 

To be successful in this position, you will demonstrate:

• Strong supervisory/leadership skills.
• Bureaucratic and administrative acumen.
• Intermediate accounting skills, including budgeting and forecasting.
• Superior communication skills and a high degree of flexibility dependability.
• Proven ability to work independently, multitask, prioritize work, meet deadlines and work under pressure.
• Must be strategic, creative, dynamic, and detail oriented.

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.

• Creative Problem Solving: Develop solutions to solve complex problems while balancing the development, conservation, and use of resources.
  
  
• Agility: Anticipate, assess, and readily adapt to changing priorities and work effectively in a changing environment.
  
  
• Drive for Results: Anticipate important outcomes while maximizing resources to achieve results aligned with the organization's goals and mission while remaining accountable to the Government of Alberta and external stakeholders.
  
  
• Systems Thinking: Ability to understand how decisions impact other areas within the organization.

Qualifications

Required:

• High School Diploma or related post-secondary education, and
• Three (3) years of progressively responsible related experience in providing administrative support to senior/executive management.

Equivalency: Directly related education or experience considered on the basis of:

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

Assets: 

• Administrative Professional Diploma/Certification.
• Experience in budget forecasting and financial reconciliation.
• Experience in coordinating and managing briefing material, and experience with Action Request Tracking System (ARTS).
• Experience with general office practices such as data entry, filing systems, records management (paper and electronic), managing information in SharePoint or other document repositories.
• Financial experience with strong expertise in invoicing, ordering office supplies, surplus, and inventory management.
• Experience in drafting correspondences, coordinating, compiling briefing notes, documents and reports for senior management.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, Visio, PowerPoint, SharePoint and Adobe Acrobat Pro.
• Experience in MS Access.
• Experience with ticket or service request management tools such as Service Now (BERNIE) and familiarity with administrative systems such as 1GX.
• Experience in managing complex calendar, scheduling appointments, organizing and booking meetings, coordinating accommodation and making travel arrangements.
• Valid Class 5 Driver’s License.

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

Term of Employment: Permanent full-time position. 
Hours of Work: Monday to Friday / 36.25 hours per week.
Location: J.G. O’Donoghue Building in Edmonton.

Additional Information:

Cover Letter: Applicants are advised to provide a cover letter summarizing information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience, and relevant examples of required competencies.

Resume: 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).

A written assessment may be required as part of the interview process.

This competition may be used to fill future vacancies, across the Government of Alberta, at the same or lower classification level. 

Final candidates may 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 responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in.

Links and information on what the GoA have 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.