Administrative Assistant

Russell Tobin; Edmonton; On-site; CAD 42,000 - 60,000; Full time

Benefits offered by this job

Onsite role

Job summary

Russell Tobin is seeking an Administrative Assistant - Intermediate in Edmonton, Alberta. The role supports the Education and Childcare team with client service, credential processing, and records management, ensuring compliance with policies and legislation.

The candidate will handle inquiries, perform data entry in CCIS and ECDS, and assist with documentation, forms, and training of new staff, in a fast-paced onsite setting.

Qualifications

• Proven proofreading and formatting of Word documents.
• Data entry and data processing experience.
• Administrative or clerical experience in a similar role.
• Ability to provide concrete examples of relevant experience in resumes.
• Conflict of interest attestation.

Responsibilities

• Respond to inquiries from educators, child care operators, parents, stakeholders and the public.
• Provide accurate information on certification requirements and upgrading options.
• Manage high call volumes and de-escalate challenging inquiries.
• Review credentials against standards and make certification recommendations.
• Enter and maintain client records in CCIS and ECDS systems.

Education

High school diploma or GED

Job description

Job Description: Administrative Assistant - Intermediate

Location: Edmonton, Alberta (Onsite - 5 days/week)

Work Location: Edmonton, AB

Duration: 200 Business Days

Job Overview

We are seeking an organized and detail-oriented Administrative Assistant - Intermediate to provide administrative, clerical, and client service support to the Education and Childcare team. The successful candidate will handle inquiries, process educational credentials for child care staff certification, maintain accurate records, and support daily administrative operations while ensuring compliance with applicable legislation, policies, and procedures.

This role requires strong communication, document management, data entry, and customer service skills, along with the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

1. Client Service and Communication

• Respond to phone and email inquiries from educators, child care operators, parents, stakeholders, and the public.
• Provide accurate and timely information regarding certification requirements, policies, assessment processes, and upgrading options.
• Manage high call volumes, address repetitive inquiries, and de-escalate challenging situations professionally.

2. Credential Assessment and Certification

• Review Canadian and international educational credentials against Alberta Child Care Staff Certification standards.
• Assess programs of study and make certification decisions or recommendations in accordance with legislation and policies.
• Manage first-level certification appeals and process qualification exemptions within assigned authority.

3. Information Systems and Records Management

• Enter, update, and maintain accurate client information in CCIS and ECDS systems.
• Open and manage client files, verify supporting documents, and ensure records are complete and accurate.
• Identify data quality issues and coordinate follow-up as required.

4. Administrative and Team Support

• Perform data entry, document processing, scanning, correspondence, and file management.
• Assist clients and staff with forms, online applications, and document submissions.
• Support the training and development of new assessors and administrative staff.

5. Stakeholder and Program Support

• Liaise with educational institutions, assessment bodies, and other jurisdictions to verify credentials.
• Maintain relationships with organizations delivering the Level 1 Child Care Orientation Course.
• Assist with system testing, process improvements, and the development of guides, forms, certificates, and communication materials.

Mandatory Qualifications

• High school diploma or GED.
• Minimum 3 years of experience proofreading and formatting Word documents in a professional work environment.
• Minimum 3 years of experience in accurate data processing and/or data entry.
• Minimum 3 years of relevant experience in a similar administrative or clerical role.
• Ability to provide clear examples of relevant experience within the resume.
• Conflict of interest attestation.

Nice-to-Have Qualifications

• Post-secondary education in office administration or a related field.
• Minimum 3 years of experience collaborating with cross-functional teams to meet deadlines.
• Minimum 3 years of experience reviewing and analyzing document content.
• Minimum 3 years of experience working in a call centre environment and responding to inquiries.