Administrative Assistant - Intermediate JP970

P@thlion Staffing Careers; Edmonton; On-site; CAD 45,000 - 65,000; Full time

Job summary

ATI Operations within the Government of Alberta coordinates information access requests under the Access to Information Act. The role ensures timely, accurate processing, and complete documentation from initial intake through closure.

Responsibilities include creating electronic files, conducting record searches, assisting with document conversions to pdf for redaction, and issuing closing letters when no records exist.

Responsibilities

• Monitoring all requests received via hard copy and the ATI System Public Portal.
• Preparing draft correspondence, including acknowledgment letters and requests with details for applicants.
• Ensuring and reviewing all correspondence and request information for accuracy before forwarding.
• Working with ATI Coordinator to assign requests to appropriate ATI Advisor.
• Creating electronic files for all requests received.
• Initiating record searches and collection based on request scope.
• Monitoring searches and collections to ensure completion within legislated time-lines, following up with contacts as needed.
• Issuing closure letters when no records pertain to the scope of a request.
• Assisting advisors with conversion of documents to pdf format for redaction.
• Providing links for payment of application fees and posting payments and refunds.
• Responding to general questions regarding the ATI process and forwarding inquiries to appropriate staff.
• Inventorying ATI requests and ensuring proper records management.
• Cross-training with team members and performing other administrative duties.

Job description

Personal Requests Coordination

Personal requests submitted under the Access to Information (ATI) Act to the Government of Alberta and supported Agencies, Boards, and Commissions are coordinated to ensure activities are timely, accurate, and complete in order to streamline consistent and efficient processes for ATI Operations by:

• Monitoring all requests received via hard copy and the ATI System Public Portal.
• Preparing draft correspondence, including acknowledgment letters, requests for additional details, requests with no fee payment, and notification of closure or routine disclosure available for applicants.
• Ensuring and reviewing all correspondence and request information to ensure it is accurate and complete, including application fee payment and attachment enclosures, prior to forwarding to ATI Operations or to the general public.
• Working with ATI Coordinator, assigning requests to appropriate ATI Advisor as per direction from the ATI Coordinator.

Information Access Requests

Information access requests received by ATI Operations are provided the necessary administrative support to facilitate processing of request within legislated time-lines by:

• Creating electronic files, including documentation, for all requests received.
• Working with appropriate program area agents, initiating record searches and collection based on request scope.
• Monitoring record searches and collection sent to program areas agents to ensure completed within alloted time and, when necessary, follow up with designated contacts.
• Issuing closure letter to applicant, when program area agent determines there are no records pertaining to the scope of a request. When letter is issued, closing the request and ensuring all documentation is included in electronic file.
• Assisting advisors with conversion of documents to pdf format, including uploading responsive record packages to approved software, for the purposes of redaction.

Monies Received from Applicant

Monies received from applicant are processed in accordance with the Financial Administration Act to ensure financial transactions are timely, accurate, and complete by:

• Providing GPAS link to applicants for payment of application fee, if not received during application submission, and additional fees as determined by the advisor.
• Preparing for deposit any cheques, money orders, and/or cash received from applicant for application or additional fees.
• When directed by advisor, preparing necessary documentation for refunds and providing to Expenditure Officer for approval, including following up on approval status, if necessary. Once approval provided, forwarding to Service Alberta Finance for processing.
• Posting all payments and refunds when received or processed.

Office Culture and Environment

Contribute to the office culture and environment to ensure administrative policies and procedures are adhered to in a timely, accurate, and complete manner by:

• Responding to general questions regarding the ATI process, including information on legislation and legislative time-lines, including forwarding any specific inquiries to appropriate staff for response.
• Receiving and review all office correspondence and distribute to applicable staff.
• Sending applicant packages when not able to provide electronically.
• Accurately inventorying ATI requests and network shared folder for records management purposes.
• Other administrative duties, including cross‑training with other team members, as required.