Administrative Assistant

4 weeks ago

Edmonton, Canada Government of Alberta Full time

**Job Information**

Job Requisition ID: JR 52717
Ministry: Arts, Culture and Status of Women
Location: Edmonton
Full or Part-Time: Full-Time
Hours of Work: standard Hours per week: 36.25
Permanent/Temporary: Permanent
Scope: Open Competition
Closing Date: February 8, 2024
Classification: Administrative Support 5 (015ASA)

**Salary**: $1,913.27 to $ 2,342.49 bi-weekly ($49,936 - $ 61,138 /year)

**Arts Culture and Status of Women**
The ministry works to improve Albertans’ quality of life through support of cultural development, historical preservation and increased gender equality. Work done aims to build a vibrant cultural sector by supporting the development and sustainability of Alberta's creative and cultural industries; artists and arts community; non-profit / voluntary sector. The Ministry also aims to increase gender equality by working with ministries to make sure gender and other identity factors are reflected in Alberta government policies; programs and legislation.

The Financial Services Divisions of Alberta Arts, Culture and Status of Women provides expertise and leadership in all financial matters affecting the ministry. Located in downtown Edmonton, our group of 21 professionals likes to work hard, yet enjoy a fun and small team environment. Our work is client-focused and we deliver our financial services while demonstrating the values of respect, integrity, excellence, and accountability.

**Role Responsibilities**:
Reporting to the Executive Director, this senior administrative position is responsible for supporting the successful and efficient operation of the Financial Services Division, which includes 3 teams: Corporate Supports, Financial Planning, and Financial Reporting/Operations. This position also provides support to the Assistant Deputy Minister/Senior Financial Officer (SFO).

As an integral member of Corporate Finance, the incumbent works within a dynamic, politically sensitive and client-focused environment to provide a wide breadth and depth of senior level administrative services to support the Executive Director and SFO in the management of the Division. The position provides direct comprehensive administrative support to the Executive Director, SFO and the division including event organization, records management and composing correspondence for signature and responding directly to day-to-day administrative inquiries on behalf of the Executive Director and SFO. At the request of the Executive Director or SFO, the position may carry out routine administrative special projects.

**Responsibilities**:

- Calendar management for the SFO and Executive Director. This includes scheduling and organizing meetings, preparing materials including compilation of agendas, records of decision and follow-up items.
- Action Request Tracking System management for the Financial Services Division. Administrative assistant is responsible for originating and outing requests, ensuring responses are received in time. They also acts as proxy for issues management, maintaining ARTS and representing division in issues manager meetings as required.
- Coordination and Accounting Officer review of the phone billing system - Electronic Payment System (EPS). Responsibility includes reconciling and reviewing charges in detail and presenting findings to Senior Financial Analyst for review.
- Preparing and reviewing monthly government fleet vehicle expenses for the Ministry. Includes maintaining records for the Minister and Deputy Minister’s vehicles.
- Overseeing record management for records created and received by Financial Services. Records are maintained according to the Administrative Records Disposition Authority (ARDA).
- Coordination of income tax receipts received at Financial Services. The Administrative Assistant is responsible for collecting Accounting Officer approval and SFO sign off.
- Delivering office administration services for the Division and other duties. This includes sorting mail, office and other supply management and purchasing, procurement card management, and assisting to maintain distribution lists. They may also help with preparing memoranda and the creation or assembly of correspondence, as required.

**APS Competencies**:
Competencies are behaviors 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:
**Systems Thinking** - Ability to plan, prioritize, and coordinate multiple tasks and projects while carrying out ongoing administrative responsibilities,

**Creative Problem Solving** - Proactively identify concerns, issues, and potential solutions and recommendations, including ability to make decisions on behalf of the Executive Director and other staff members when necessary, and demonstrates initiative, sound judgment, attention

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