Job Summary:

The Administrative Assistant - Intermediate will perform a variety of administrative and clerical tasks to support managers, employees, and stakeholders. This role involves managing client communications, processing credential assessments, maintaining information systems, and providing team and program support within an onsite office environment.

Responsibilities:

- Serve as primary contact for phone and email inquiries from educators, operators, parents, stakeholders, and the public.
- Provide accurate, timely, and respectful responses; assess urgency, manage high call volumes, and de-escalate difficult situations.
- Explain certification requirements, policies, procedures, assessment processes, and upgrading options.
- Assess Canadian and international educational credentials against Alberta Child Care Staff Certification standards.
- Review programs of study and make certification decisions or recommendations in alignment with legislation and policy.
- Manage first level certification appeals; confirm, revise, or escalate decisions as required.
- Review and process staff qualification exemptions within assigned authority.
- Accurately enter, maintain, and review client data in CCIS and ECDS systems.
- Open, update, and manage client files; verify documents for completeness and accuracy.
- Monitor system data quality and identify issues requiring referral or follow-up.
- Provide administrative support including file management, scanning, data entry, correspondence, and document processing.
- Assist clients and staff with forms, online applications, and document submission.
- Support training and development of new assessors and administrative staff; assist with reassessments.
- Liaise with educational institutions, assessment bodies, and other jurisdictions to verify credentials.
- Maintain relationships with organizations delivering the Level 1 Child Care Orientation Course.
- Contribute to system testing, process improvements,



and development of guides, forms, certificates, and communication materials.

Required Skills:
- Strong communication skills for client service and stakeholder interactions.
- Experience with credential assessment and certification processes.
- Proficiency in data entry and management of information systems such as CCIS and ECDS.
- Ability to manage high volumes of inquiries and de-escalate difficult situations.
- Administrative skills including file management, scanning, and document processing.
- Knowledge of relevant legislation, policies, and certification standards.
- Ability to support team training and development activities.
- Competency in liaising with external educational and assessment organizations.

Desired Skills:
- Experience working in a government or public sector environment.
- Familiarity with child care certification and orientation programs.
- Skills in process improvement and system testing.
- Knowledge of mandatory training areas such as Freedom of Information, Privacy, Security, and Workplace Respect.

Rated Criteria:
- Financial/Pricing: 10%
- Resource Qualifications: 30%
- Interview Process: 60%

Total: 100 Points Deliverables:
- Accurate processing of credential assessments and certifications.
- Timely and respectful client communication and inquiry management.
- Maintained and updated client records and data systems.
- Support documentation and process improvements including guides, forms, and certificates.
- Training support for new assessors and administrative staff.

Must Haves:
- Criminal record check clearance prior to commencement.
- Completion of mandatory training courses including Freedom of Information and Protection of Privacy Act, Security/Cybersecurity, Information Management, and Respect in the Workplace.
- Ability to work onsite full time at the designated office location.
- Submission of a detailed resume with clearly described relevant experience and three professional references.

Public Sector Experience:

Preferred

📌 Administrative Assistant (Alberta)
🏢 vTech Solution
📍 Alberta