Administrative Assistant - Intermediate (ONSITE) JP970

Pathlion; Edmonton; On-site; CAD 52,000 - 68,000; Full time

Job summary

Pathlion's Edmonton office is seeking an experienced Personal Requests Coordinator to support ATI Operations under the Access to Information Act. You will monitor requests, draft correspondence, and ensure accurate documentation for timely processing.

Responsibilities include creating electronic files, conducting record searches, issuing closure letters, and assisting advisors with document formatting. Strong organization and communication are essential in this role.

Qualifications

• Experience coordinating administrative processes and correspondence.
• Ability to manage multiple tasks with attention to detail.
• Strong written communication skills.

Responsibilities

• Monitor ATI requests from all channels.
• Prepare and draft correspondence and closure/notices.
• Verify and assemble accurate documents before forwarding.
• Assign requests to ATI Advisors as directed.
• Create electronic files and initiate record searches per scope.
• Monitor searches and ensure timely completion; follow up as needed.
• Issue closure letters when no records exist.
• Assist with conversion of documents to PDF for redaction.
• Process payments and deposits per Financial Administration Act.
• Maintain applicant packages and inventory requests.
• Cross-train with team members and support office culture.

Skills

Administrative coordination

Record management

Communication

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.