Branch Office Administrator

Job Title: Branch Administrator Ministry: Jobs, Economy, Trade and Immigration Full or Part-Time: Full Time Permanent/Temporary/Wage: Permanent Administrative Support 5

Salary:
$2,192.15 to $ 2,773.77 bi-weekly ($57,215
- $ 72,395 /year) The Alberta Public Service works to build a stronger province for current and future generations. The Ministry of Jobs, Economy, Trade and Immigration leads the efforts to grow Alberta's economy by delivering strategic programs and services to support Alberta's entrepreneurs and job creators, attract investment, grow trade, and ensure Alberta has an innovative and competitive business environment. The Trade division focuses on designing and implementing Alberta's international trade strategy, including its engagement in internal and international trade agreements and negotiations. To learn more about the Ministry of Jobs, Economy, Trade and Immigration, please visit: . Play a key role in supporting the delivery of public services that impact Albertans every day. The primary responsibility of this position is to provide direct branch administrative support to the Executive Director Trade Policy and Negotiations and high-level administration leadership to the two units of this branch. Direction from the Executive Director and existing ministry and government administrative policies, processes, and procedures provide the framework for this position. The Branch Administrator is responsible for providing administrative support to the operations of the branch to enable achievement of business goals. The scope of work includes managing and reporting on budgets, processing contracts and invoices, briefing materials coordination, and providing administrative support to staff. The Branch Administrator ensures that existing administrative policies and procedures are followed and provides guidance and/or coaching to staff as needed to promote consistency and efficiency in administrative operations. This position also provides cover off support to the Assistant Deputy Minister's office (ADMO) on an as-needed basis. The Branch Administrator supports branch work on complex and potentially politically sensitive initiatives. These initiatives and projects could involve other ministries and could have effects across the Alberta economy. The Branch Administrator faces challenges in prioritizing and meeting conflicting and short deadlines from Government, the ADMO, and industry stakeholders. The Branch Administrator is responsible for coordinating forecasts for the branch and two units. This involves leadership, interpersonal and relationship building and managing interactions across multiple units and with financial services. Provide high-level administrative assistance to the Executive Director and branch Establish and prioritize daily office activities by managing and reviewing the Executive Director's calendar, scheduling appointments, booking boardrooms, assembling and organizing background materials for meetings, and organizing videoconferences. Coordinate Action Requests Tracking System (ARTS) requests and ensure responses are sent to the Assistant Deputy Minister's office within timelines; Administer financial requirements in accordance with Ministry and GOA policies and processes. Prepare budget forecasts for the Executive Director's office and maintain monthly cashflows, monitor and reconcile expenditures for the Executive Director's office. Manage branch expenditures effectively and efficiently, ensuring compliance with all relevant Government of Alberta and departmental policies and procedures. Provide leadership for the branch on general financial and other administration matters. Maintain and manage procurement card and procurement related policies and procedures. Coordinate travel arrangements for branch staff. Manage the branch's records management system, including electronic records management, shared drives, and paper systems. Plan and coordinate cross-ministry meetings as required to support the branch. Gather statistics and information from established sources to support decision-making and the development of partnerships and projects. Develop and update content for promotional materials, profiles, briefing notes, speeches, background research based on input and instruction from branch staff. Competencies are behaviors that are essential to reach our goals in serving Albertans. Develop Networks: Liaise with internal and external stakeholders to exchange information, solicit input, and identify mitigating issues. Creative Problem Solving: Minimum Recruitment Standard: High school diploma and three years of related experience. Preference may be given to candidates who possess the following assets: Strong previous experience of office administration. Well-developed analysis, problem-solving, and judgment skills. Demonstrated exceptional attention to detail, accuracy, and strong proofreading and editing capabilities to