GOAPRDJP000001039 – Administrative Assistant – Intermediate

S M Software Solutions Inc; Calgary; On-site; CAD 36,000 - 48,000; Full time

Job summary

The Government of Alberta is seeking an Administrative Assistant – Intermediate to support the Appeals Commission in Calgary. The role includes pre-hearing administration, hearing coordination, and post-hearing activities, interfacing with Appeals Officers, Hearing Chairs, Commissioners, and external stakeholders.

You will manage communications, maintain appeal statuses, troubleshoot process and technical issues, and assist with preparing final appeal decisions for publication.

Qualifications

• Experience coordinating with vendors and stakeholders.
• Experience using Microsoft Office Suite.
• Experience in fast-paced roles and independent work.
• Experience in similar administrative roles.
• Experience gathering and analyzing business data and process requirements.

Responsibilities

• 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 new submissions or circumstances at the hearing and follows up on adjournments.
• Notifies the panel of prehearing anomalies that might impact the hearing.
• Coordinates setup and sharing of teleconference/video conference information with parties and panels.
• Instructs parties on participation in all formats of hearings - in person, teleconference, video.
• Attends hearings, records hearings, troubleshoots and resolves process or technical problems.
• Responds to party inquiries and concerns prior to commencement of the hearing.
• Supports clients during distress, emergency or crisis situations.

Skills

Stakeholder management

Problem solving

Teamwork

Adaptability

Client coordination

Tools

Microsoft Office Suite

Job description

Client: Government of Alberta - GOAPRDJP000001039

We are seeking an Administrative Assistant – Intermediate to support the Appeals Commission in Calgary, Alberta. The successful candidate will provide administrative and operational support before, during, and after appeal hearings, coordinate with Appeals Officers, Hearing Chairs, Commissioners, external parties, and internal stakeholders, manage hearing communications, maintain accurate appeal statuses, troubleshoot process and technical issues, and prepare final appeal decisions for publication and distribution.

Role Snapshot

• Job Title: GOAPRDJP000001039 – Administrative Assistant – Intermediate
• Client: Government of Alberta
• Work Location: 2300 - 801 - 6 AVE SW, Calgary, Alberta, Canada, T5E 7Y2
• Work Arrangement: Onsite
• Estimated Start Date: February 11, 2026
• Estimated End Date: April 30, 2027
• Business Days: 125.00
• Estimated Hours: 7.25 hours per day
• Maximum Extension Term: 12 Months

Must Have

• Experience adapting to new business environments business and technical teams, coordinating with vendors, managing stakeholder relationships, and facilitating collaboration to achieve project objectives. – 2 years
• Experience using Microsoft Office Suite tools. – 2 years
• Experience working in a fast-paced role, to problem solve/troubleshoot, while working independently and in a team environment. – 2 years
• Relevant experience in a role similar to this. Experience must be applicable to this role. – 2 years
• Experience working with clients/stakeholders to identify, gather, document, and analyse business data and process requirements. – 2 years

Nice Have

• Experience with Information Governance, or records management and information management. – 2 years
• Experience with information management concepts, privacy, and security issues relating to ATIA (Access to Information Act) and POPA (Protection of Privacy Act) - previously known as FOIP - 2 years
• Experience working directly within the Government of Alberta, 1GX, or a comparable Canadian public-sector ERP environment. – 2 years
• Duration - Experience working with workers compensation systems (i.e. WCB) - 2 years

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 organization.

Reporting to the Senior 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

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 occurring 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

Manages Hearing Communications and Situational Irregularities for Scheduled Hearings

• Notifies the panel of any prehearing anomalies 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

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

  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 Can LII for public access

  Note

  As this is an Onsite position, the workplace will supply all required office space and equipment, including computers, software, printers’, office supplies, desk, chairs and the necessary access and credentials for the Government of Alberta System.

  We make sure to screen every resume we receive in response to the positions shared, but we can't reply to every applicant due to the heavy load. However, only shortlisted candidates with the required skills will be contacted.

  Email is the best way to reach us.

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