Executive Support

1 week ago

Edmonton, Alberta, Canada Government of Alberta Full time

Job Information:

Job Requisition ID: 36559

Ministry:
Public Service Commission

Location:
Edmonton

Full or Part-Time:
Full Time

Hours of Work: 36.25 hours per week

Regular/Temporary:
Permanent

Scope:
Open Competition

Closing Date:
January 5, 2023**
Classification: Executive Support - This position is Excluded from the Bargaining Unit.

About Us:

The Public Service Commission ensures Alberta has a professional, non-partisan, diverse, and inclusive public service that proudly serves Albertans. The Client Service Delivery Division is responsible for providing direct human resource services to department clients.

Role:


Do you enjoy working in a fast-paced environment with new challenges every day? Do you love juggling multiple tasks amid ambiguity, improving processes, taking on projects and working with others? The Client Service Delivery Division (CSD) has a perfect opportunity for you as Executive Support to the Assistant Deputy Minister (ADM).

Reporting to the ADM, your main responsibilities will include:
Managing the day to day administrative operations of the ADM's office:

  • Ensure all administrative processes, policies and best practices are developed and maintained to support the business needs;
  • Support the Manager, Divisional Coordination and Issues Management to develop and maintain division administrative operations; and
  • Provide leadership, mentoring and development to other administrative team members in the division.

Maintaining the ADM's Calendar and Schedule:

  • Screen meeting requests, understanding the purpose and urgency, redirect requests where appropriate and resolve meeting conflicts;
  • Coordinate and prepare background materials for daily meetings; and
  • Make travel arrangements as required.
  • 3.

Coordinating Information / Action Requests:

  • Initiate, assign, monitor and track Action Request responses, ensuring due dates are met;
  • Review correspondence for accuracy, grammar and proper format; and
  • Coordinate FOIP request activities, including searching for responsive records, coordinating review of response packages, and facilitating ADM review and approval of release packages.
  • 4.

Financial Management:

  • Monitor ADMO budget and coordinate ADM Expenditure Officer approvals;
  • Review, code and submit payments for ADMO procurements and reconcile spending in the ADMO budget.
  • 5.

General Office Administration:

  • Act as worksite contact for ADMO accommodation and IT service requests;
  • Perform Workplace Administrator functions within 1GX as required for the ADM;
  • Perform records management activities for the ADMO.

Qualifications:

This position requires a High School Diploma and four years of related experience; or equivalent as described below.

  • Equivalency: Directly related education or experience considered on the basis of:
  • one year of education for one year of experience; or
- one year of experience for one year of education.

  • The following are the specific requirements:
  • Experience managing the day to day administrative operations of a senior executive's office;
  • Experience with overall coordination of calendars and scheduling of senior executives;
  • Experience creating administrative and business processes;
  • Knowledge of government budget practices and financial policies;
  • Knowledge of procurement policies and practices;
  • Knowledge of legislation governing Freedom of Information and Privacy (FOIP) and records management policies and practices;
  • Knowledge and experience working with Microsoft Office (Word, PowerPoint, Excel, Outlook, Teams, etc.);
  • Knowledge and experience working with 1GX's Human Capital Management and finance functions.
  • The following are assets:
  • Experience working with the Action Request Tracking System (ARTS); and
  • Knowledge of government human resource programs and functions.

APS Competencies:

Competencies are behaviours that are essential to reach our goals in serving Albertans.

We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.


This link will assist you with understanding competencies:

Agility - being able to anticipate, quickly adapt, take advantage of opportunities, and make effective decisions by proactively seeking out new opportunities.

Develop Networks - actively supports the interests of colleagues, clients and stakeholders by making choices and setting priorities that incorporate their needs.

Systems Thinking - ability to understand how work contributes to the achievement of department's goals and anticipates change in own area based on activities in other areas.

Creative Problem Solving - ability to assess options and implications in new ways to inform decision making in order to achieve outcomes and solutions.

Drive for Results - knowing what outcomes are important and maximizing resources to achie

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