Role Responsibilities

Reporting to the Executive Director/Senior Financial Officer (SFO), Financial Services, the Branch Administrator provides administrative and logistical services in support of Financial Services Branch activities and decision-making processes. In addition, the Branch Administrator has a dual role providing branch administrative support services to the Policy Planning and Agency Governance (PPAG) Branch, with dual reporting to the PPAG Executive Director. This position also facilitates effective communication within the branch, division, and department, as well as with external departments, clients, and delivery partners. All responsibilities are performed within the context of internal administrative and procedural guidelines and within broad objectives established by the Executive Director/SFO.

Additional responsibilities include:

Administrative Support:

• Develops, maintains, and provides effective liaison within the branches and division; across the department; with the Assistant Deputy Minister’s Office (ADMO) and Deputy Minister’s Office (DMO); and with internal and external stakeholders by responding to, or coordinating responses to, inquiries and information requests.
• Supports aspects of correspondence for the Executive Director, including reviewing incoming correspondence (emails and meeting materials), coordinating and directing the preparation of responses, proofreading for accuracy, grammar, and format, and reviewing completed correspondence for Executive Director sign-off.
• Reviews signed correspondence from the Minister, Deputy Minister, ADM, or equivalent and distributes it to the appropriate branch functional unit, division, and/or department for action.
• Provides timely documentation to the Executive Director and ADMO by managing action requests, including assigning and delegating tasks to appropriate staff, tracking due dates, conducting quality control, updating tracking systems, and bringing forward outstanding or priority items.
• Directs and guides branch, divisional, and/or departmental staff on the form, accuracy, and content of correspondence requiring Executive Director, ADM, DM, or Minister signature.
• Reviews, tracks, and organizes incoming and outgoing correspondence to identify priority items and respond to requests or complaints.
• Research information from a variety of sources to support responses to action requests from the Minister’s, Deputy Minister’s, or ADM (or equivalent) offices.
• Serves as administrator for branch SharePoint sites, ensuring content accuracy, appropriateness, and quality control, and works with staff to update and maintain materials.
• Manages all elements of ARTS coordination for the branches.

Human Resource and Financial Management, Budget and Expenditure Monitoring:

• Acts as the primary point of contact for Human Resources on matters related to branch staff.
• Manages and maintains current information on FTE allocations; reviews and prepares HR documentation for Executive Director signature; supports branch management in completing HR processes; and manages documentation related to transfers and terminations.
• Facilitates staff moves for the branches and coordinates with Accommodations and Facilities as necessary.
• Codes, processes, and tracks accounts payable invoices and procurement card expenditures to ensure accurate and timely payment.
• Liaises with budget administrators in other units, Financial Services, and the Public Service Commission to obtain clarification and provide accurate financial information. Tracks and monitors expenditures; reviews and resolves discrepancies; arranges transfers to correct coding errors or incorrect charges; and compiles financial information for Executive Director approval and submission.

Role Responsibilities Cont'd

• Reviews financial reports in SAP Web GUI, invoices, and approval forms for completeness, accuracy, and appropriate authorization.
• Reviews and reconciles billings through the Electronic Payment System (EPS), including Bell Canada, Telus Wireless, and Bell conference call invoices, as required.
• Assists, as required, with the preparation and administration of branch contracts, including managing contract payments through Ariba (1GX) and monitoring expenditures to ensure compliance with contract scope and financial policies.
• Reviews and processes branch staff expense claims using SAP Concur (1GX).
• Maintains an inventory of training and development requests at the branch level and monitors and processes related payments.
• Assists the Executive Director with monthly expenditure disclosure.
• Reviews attractive assets listings and prepares annual updates as required by the Financial Services unit.
• Updates and maintains organizational charts for the branches.

Calendar and Scheduling:

• Administers the Executive Director’s itinerary, including scheduling appointments, determining priorities among competing demands, and adjusting schedules as required. Screens, redirects, and prioritizes meeting requests.
• Prepares meeting packages for the Executive Director, ensuring relevant background materials are available; distributes agendas; and briefs the Executive Director verbally and in writing in advance of meetings.
• Coordinates travel arrangements, including booking flights, accommodations, and car rentals, and obtaining required approvals.
• Schedules and sets up conference calls and video conferences, as required.
  
  

Records and File Management:

• Establishes and maintains working files for the Executive Director in accordance with professional standards, from creation through archiving or destruction.
• Coordinates file storage with Central Records in accordance with prescribed guidelines.
• Searches electronic and paper records to locate information as required, including in support of FOIP requests.
  
  

Office Automation and Procedural Improvements:

• In consultation with divisional and departmental support staff, develops, reviews, and enhances administrative procedures and processes.
• Provides direction and guidance to administrative support staff on procedures, processes, and operational questions.
• Reviews office environment, equipment, and supply needs to support effective operation of the Executive Director’s Office; manages office supply inventory, special orders, and attractive assets tracking.
• Creates and maintains branch distribution lists.
• Participates in special projects as required, including administrative process improvements and coordination of meetings, conferences, or departmental events.
  

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.

Systems Thinking: Needs to be able to learn linkages between teams to be able to best assign and enable work.

Agility: Needs to be able to switch priorities as ED identifies shifts in tasks.

Develop Networks: Needs to quickly establish network with other admins in the department, and ADMO, and with directors within branch.

Drive for Results: Understands the branches’ priorities, tracks them, and ensures they are working with ED to make sure branch is delivering, and on time.

Qualifications

Minimum Recruitment Standards

• High School Diploma and three years of related experience.

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.

Preferred:

• Knowledge of ministry correspondence and Action Request Tracking System (ARTS) program as well as procedures to effectively coordinate action requests within the Branch.
• Familiarity with office administrative systems such as Microsoft Office (Outlook, Word, Excel and PowerPoint), IMAGIS, 1GX and Adobe.
• Experience with budgeting, forecasting and supply chain management.

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

Hours of Work:

• 8:15 am to 4:30 pm.
• 36.25 hours per week (full-time) Monday to Friday.

Term of Employment:

• Permanent.

Location:

• Edmonton.

Please note, for all work experience use the following date range format and indicate Full-Time and/or Part-time experience in your resume:

Ex. [Month, Year – Month, Year]- (PT and/or FT).

Cover letter is Mandatory. 

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.
• Opportunity to participate in flexible work arrangements such as a modified work schedule agreement.
• Leadership and mentorship programs.