Administrative Assistant - Intermediate (ONSITE) JP1039

Pathlion; Edmonton; On-site; CAD 42,000 - 54,000; Full time

Job summary

The Appeals Commission in Alberta seeks a temporary Appeals Assistant to be the main point of contact on appeal hearing days. You will support external parties and internal stakeholders, overseeing pre-hearing administration, hearing recording, and post-hearing file updates.

The role requires calm coordination and clear communication. You will format and disseminate appeal decisions, ensure accuracy in documentation, and help maintain timelines with Hearing Chairs and Appeals Officers.

Qualifications

• Experience providing frontline administrative support to legal or tribunal staff.
• Familiarity with hearing processes and scheduling.
• Strong attention to detail and accuracy in document handling.
• Ability to coordinate with multiple internal and external stakeholders.

Responsibilities

• Provide frontline support to Appeals Officers and staff during hearings and pre-hearing activities.
• Coordinate hearing logistics, including teleconference/video setups and participant briefings.
• Update and track appeal files, prepare documents for decision publication, and ensure timelines.
• Assist with post-hearing tasks such as formatting decisions for publication and CanLII uploading.

Skills

Administrative support

Hearing coordination

Document management

Stakeholder communication

Tools

ACES system

Job description

The Appeals Commission (the "Commission") is an administrative tribunal established under the Workers' Compensation Act as the final level of appeal for worker's compensation matters in the province of Alberta. The Appeals Commission consists of four diverse divisions including a tribunal made up of adjudicators and staff; an advocate office that operates as an independent program; a medical panels program that facilitates an independent medical panel process; and a secretariat that provides administrative and operational support to all components of the orgnanization.

Reporting to the Seniorr Appeals Assistant, the temporary Appeals Assistant (AA) role is the main point of contact on the day of the appeal hearing. The AA is required to provide a wide range of front line assistance to external parties to the appeal, as well as support and guidance to internal stakeholders such as Appeals Officers, Hearing Chairs, Vice Chairs and Commissioners, in matters relating to the AA role. Before the hearing, the AA is solely response for pre-hearing administration. During the hearing, the AA oversees the hearing recording, manages the parties assists the panel and the parties with additional appeal-related documents, and is expected to take the lead of parties become distressed. After the hearing, the AA is responsible for updating the appeal file, and once the decision is written, the AA is required to format, proofread and send the appeal decision for publication and distribution.

Key Responsibilities:

• 1. Providing efficient and accurate support to Appeals Officers
  - Prepares and disperses Appeals Officers' (AOs) correspondence to participating parties
  - Creates the Document Index for the Appeal Documents Package (ADP)
  - Informed the assigned Appeals Officer of any new submissions or circumstances occuring at the hearing (e.g. last minute submissions provided, requests for travel, changes of address, provisions of a wage loss form to the parties, etc.), following up where an adjournment occurs
• 2. Manages hearing communications and situational irregularities fo scheduled hearings
  - Notifies the panel of any prehearing anomolies that might impact the success of the hearing
  - Coordinates set up and sharing of teleconference/video conference information with the parties and the panels
  - Instruct parties in how to participate in all formats of hearings - in person, teleconference, video
  - Attends, records hearings hearings, troubleshoots and resolves any process or technical problems
  - Responds to party inquiries and concerns prior to commencement of the hearing
  - Supports clients, including when distress, emergency or crisis situations arise
• 3. Ensures correct statuses are maintained
  - Enter statuses on ACES for work completed on hearing chair decisions, ADPs, and AO correspondence
  - Ensures ACES status benchmarks are maintained to reflect timelines for assigned work from Hearing Chairs and AOs
  - Confirms the status of an appeal with the Hearing Chair upon completion of a hearing to meet the AC decision timelines
  - Resolves any errors or omissions of stats with IT Coordinator to ensure accurate reporting
• 4. Audits and prepares Hearing Chair decisions for distribution
  - Formats and proofs policy and legislation in the draft decision document
  - Provides plain language and other editing feedback to the Hearing Chair
  - Ensures decisions documents re in accordance with approved Appeals Commission style guide and decision format protocol
  - Processes errors flagged in an issues decision
  - Communicates with Hearing Chairs regarding any suggested changes and/or apparent errors
  - Ensures the final decision document is publication ready for uploading on CanLII for public access