Administrative Assistant - Edmonton, Canada - Government of Alberta

Government of Alberta

Verified Company

Edmonton, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Job Information:

Job Requisition ID: 34813

Ministry:
Transportation

Location:
Edmonton

Full or Part-Time:
Full Time

Hours of Work: 36.25 hours per week

Regular/Temporary:
Ongoing

Scope:
Open Competition

Closing Date:
January 06, 2023

Classification:
Subsidiary 01B 3625 Administrative Support 5

About Us:

Alberta Transportation and Economic Corridors is a center of excellence for transportation in North America.

We contribute to Alberta's prosperity and quality of life by providing and supporting a safe, innovative, and sustainable provincial transportation system and water management infrastructure.

With Alberta Transportation, you can engage in a fulfilling career with diverse room to grow.

We believe in building careers, providing opportunities for growth within the organization, and strive to provide our staff with a work-life balance including reasonable hours of work to ensure time with family and to accommodate outside interests.

The ministry consists of four divisions, including the Strategic and Integrated Services division.

The ministry promotes a vital and diverse economy by:

Managing transportation safety
Supporting municipalities with public transportation and water/wastewater facilities
Expanding and enhancing a wellintegrated transportation system and enabling market access
Working to advance economic corridors within Alberta, and also those economic corridors that extend outside the provinces.

For more information, visit

Role:

The Strategic Policy and Planning Branch within the Strategic and Integrated Services Division is currently looking for an Administrative Assistant to join their busy team in Edmonton.

If you are looking for a challenging yet exciting opportunity, look no further and apply

Reporting to the Executive Director, the Administrative Assistant is responsible for the management and coordination of activities within the Executive Director's office and the branch, as well as providing executive secretarial support for the ED and branch staff.

The main responsibilities for the Administrative Assistant are (but not limited to):

Assists Executive Director by reviewing incoming and outgoing action requests, correspondence, and material. Prioritizes and assign material to appropriate staff member for action. Provides background material and files where appropriate.
The Incumbent will use the Action Request Tracking System and maintain a branch bring forward system to ensure that action request documents are tracked, monitored and deadlines are met.
Administrative Assistant will assist Executive Director (ED) by preparing the branch budget, monitoring, and forecasting quarterly expenditures. Also plans and forecasts subsequent year's budget. Prepares a monthly budget summary for the ED's review and maintains Excel financial spreadsheets to ensure budget figures are current.
Supervises, recruits, and trains the administrative support staff within the Branch and reviews the workflow and ensure timely followup.
Assists the ED and branch staff by drafting or typing correspondence for their signatures. Types, edits and reviews letters, memoranda, manuals, contracts, reports etc., by using word processing and spreadsheet software. Compiles statistics, reports, and provides background information as required.
Maintains the Ed's calendar, schedules meetings, prepares agendas, provides support material, books, and sets up meeting rooms. Prepares and distributes minutes when appropriate.
Liaises with suppliers/vendors, makes decisions, and approves contracts on lease/ purchase needs of the branch i.e., photocopiers, fax machines, telephone equipment and cellphones.
Performs records management responsibilities by preparing record inventories for the storage of records and creating central filing system.

Qualifications:

Required:

High school diploma plus 3 years related experience; or equivalent as below

Equivalency:

Directly related education or experience considered based on:

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

Desired:

Ability to prioritize and organize a large complex workload, and in particular, the ability to work under pressure and meet deadlines.
Excellent communication, writing and interpersonal skills, as well as diplomacy and flexibility are essential.
Must understanding of budget preparation, monitoring processes, and expenditure officer guidelines.
Proficiency in Microsoft Word, Excel, Outlook, Internet, etc.
Working knowledge of government and departments systems such as ARTS, 1GX, Electronic Payment System, IRIMS (Record Management System) and On-Line Stationary ordering system (APAB)

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