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

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