Duties will include the following but are not limited to:
Use ARTS to assign, track and process Action Requests according to Ministry requirements
Monitor and maintain grant-related Action Requests in the ARTS system
Respond to inquiries by directing questions to the appropriate area based on a thorough understanding of the contacts and resources available
Compose written responses according to general instructions
Prepare all invoices for review and approval of Expenditure Officer
Process invoices using 1GX
Maintain accurate physical and electronic records of all invoices/claims
Organize/maintain branch files by creating records using current records management systems
Coordinate master file system to reflect proper record keeping in accordance with the Alberta Government standards and expectations.
Proofing and formatting word documents.
Record tracking in Excel.
Create documents and memos as required.
Copy, scan, fax, file and perform records management of physical and digital documents.
Organize events, coordinate meetings and book rooms as required.
Answer phone calls and emails.
Knowledge
Knowledge of government and department administrative policies, processes, and standards (e.g., ministry style guides, processes related to ARs, financial timelines, records management, hosting policies)
Knowledge of the business priorities of the branch to apply to decision-making and prioritization of activities
Knowledge of the branch programs and services
Awareness of legislation governing Access to Information Act (ATIA) and Personal Information Protection Act (POPA) and how it applies to branch information
Awareness of diverse stakeholder network connected to the branch and current key issues
Advance knowledge of the software tools and automated systems and applications used to carry out responsibilities (i.e. Microsoft Office (Word and Excel); Adobe; relevant web / internet applications, records management)
Skills and Abilities
Skilled in coordinating and prioritizing large volumes of work within short timelines
Interpersonal and communication skills, including ability to communicate with other staff members, clients, and stakeholders, and to supervise the administrative team
Written communication skills to prepare correspondence, presentations, etc. for a range of audiences and follow up on correspondence as necessary
Organization skills to prioritize and monitor multiple ongoing tasks
Time management skills, including ability to prioritize multiple functions effectively
Accurate keyboarding and document formatting skills
Basic research skills to compile information for projects
Ability to make decisions independently while considering the consequences and impact on the Executive Director and branch
Ability to work independently within general instruction; take initiative and follow through with tasks
Keen attention to detail.
Education and Experience
High school diploma and minimum two years of administrative experience