Administrative Assistant
4 weeks ago
Job Summary:
The Administrative Support role is responsible for ensuring the effective and efficient processing of requests under the Freedom of Information and Protection of Privacy (FOIP) Act. This position plays a key role in supporting FOIP Operations by managing requests, monitoring compliance with legislative timelines, and providing general office administration.
Responsibilities:
- Process and track FOIP requests through the FOIP System Public Portal and hard copy submissions.
- Prepare and review correspondence, ensuring accuracy and completeness.
- Assign requests to the appropriate FOIP Advisor and maintain electronic records.
- Assist with record searches and ensure timely completion.
- Issue closure letters for requests with no records and close cases with proper documentation.
- Convert documents to PDF format for redaction and upload responsive records.
- Process payments and refunds according to the Financial Administration Act.
- Respond to general inquiries about FOIP processes and timelines.
- Maintain inventory of FOIP requests and manage the shared records folder.
- Perform additional administrative duties, including cross-training with team members.
Qualifications:
- High School Diploma or GED (required).
- Experience working in an information management environment, handling records and documents (minimum 3 year).
- Proficiency in Microsoft Office Suite.
- Familiarity with information management concepts, privacy, and security issues related to FOIP (preferred).
- Post-secondary education in office administration (preferred).
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