Directors Administrative Assistant

Government of Alberta; Edmonton; On-site; CAD 49,000 - 62,000; Full time

Job summary

Join a forward-thinking government team as a Director's Administrative Assistant, where your organizational skills will shine. This permanent full-time role involves providing essential administrative support, managing correspondence, and coordinating meetings to ensure the smooth operation of the Learner Supports Branch. With a focus on education and inclusivity, this position offers the chance to contribute to meaningful initiatives that impact Alberta's students. If you have a passion for public service and possess strong communication and interpersonal skills, this opportunity is perfect for you to make a difference in the community.

Qualifications

• High school diploma with 3 years of related experience required.
• Knowledge of Education Act and Freedom of Information regulations is an asset.

Responsibilities

• Provide confidential administrative support to the Director.
• Coordinate delivery of administrative services and manage correspondence.
• Organize meetings and track branch budget expenditures.

Skills

Administrative Assistance

Communication Skills

Interpersonal Skills

Research Skills

Budget Tracking

Education

High School Diploma

Relevant Experience

Tools

Microsoft Office Suite

Adobe Acrobat

Enterprise Database Applications

Job description

Job Information
Job Title: Directors Administrative Assistant
Job Requisition ID: 66372
Ministry: Education
Location: Edmonton
Full or Part-Time: Full Time
Hours of Work: 36.25 hours per week
Permanent/Temporary: Permanent
Scope: Open Competition
Closing Date: February 4, 2025
Classification: Administrative Support 5
Salary: $1,913.27 - $2,342.49 ($49,936 - $61,138/ year)

The Government of Alberta is committed to a diverse and inclusive public service that reflects the population we serve to best meet the needs of Albertans. Consider joining a team where diversity, inclusion and innovation are valued and supported.

Through safe and caring schools for all students, Alberta’s government is making life better by investing in education – one of the most important investments we can make in our future. The Ministry has the following responsibilities: develop curriculum and set standards; evaluate curriculum and assess outcomes; teacher development and certification; support students with diverse learning needs; fund and support school boards; First Nations, Métis and Inuit and Francophone education; and oversees basic education policy and regulations.

Reporting to the Director of Learner Supports, the position will provide a range of senior level administrative support functions to ensure the effective functioning of the Learner Supports Branch.

This position is responsible for performing a lead role to coordinate the delivery of administrative support services to the Director.

The role of Director’s Admin Assistant performs the following tasks and responsibilities:

• Provides confidential administrative assistance and support to the Director.
• Leads the coordination of assigning and tracking AR requests / Alberta Connects / Ministerial Calls / Direct Replies assigned to the business unit.
• Manages and tracks correspondence including letters or emails for the Director's signature, and supports the Director in completing staff onboarding and provides the Director with support for confidential items (e.g., human resources or sensitive information).
• Assists with preparing meeting materials for the Director which may include making travel arrangements and preparing expense claims for the Director and branch staff, as required.
• Assigns the action requests to unit leaders for completion and tracks return in accordance with set timelines.
• Assists the Director by researching files to gather relevant information to coordinate a response on a specific topic.
• Organizes meetings and activities including booking facilities, arranging hosting, sending invitations, preparing handout materials and binders, recording proceedings of meetings, and providing follow-up as necessary.
• Tracks and reports on branch budget expenditure financials, including accrued liabilities and forecasting future branch expenditures.
• Leads the search of relevant files and electronic systems for relevant information for Freedom of Information and Protection of Privacy requests and reports on same to Executive Directors office.
• This position is responsible for the administrative support for Business Continuity planning and response.

Qualifications

High school diploma and three years of related experience.

Equivalency:

• 1 year of education for 1 year of experience; or
• 1 year of experience for 1 year of education.

Assets:

• Working knowledge of related Acts, Regulations, policies and an in-depth knowledge of the Education Act and Freedom of Information and Protection of Privacy Act.
• Comprehensive and in-depth knowledge of student information and services.
• An in-depth understanding of the enterprise database applications, operations, business processes, business rules, data definitions and usage and the roles and responsibilities of enterprise business systems.
• Working knowledge of the Microsoft Office suite skills MS Office (Excel, PowerPoint, Word), Adobe Acrobat, Internet, ARTs, 1GX, etc.
• Excellent consultation and interpersonal skills.
• Excellent oral and written communication skills.
• Works independently and takes initiative.

This is (1) permanent, full-time position working 36.25 hours per week, Monday to Friday.

This position is based in Edmonton. We require you to attach a Cover Letter with your application explaining your qualification and suitability for this role.

How To Apply

Applicants are advised to provide information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience, and relevant examples of required competencies.

This competition may be used to fill future vacancies, across the Government of Alberta, at the same or lower classification level.

We thank all applicants for their interest. All applications will be reviewed to determine which candidates' qualifications most closely match the advertised requirements. Only individuals selected for interviews will be contacted.

If you require any further information on this job posting or require an accommodation during the recruitment process, please contact Rashi Vaktania at [e-mail].