Office Administrator

3 weeks ago

Edmonton, Canada Government of Alberta Full time

**Job Information**:
Job Requisition ID: 45965

Ministry: Jobs, Economy and Trade

Location: Edmonton

Full or Part-Time: Full Time

Hours of Work: 36.25 hours per week

Regular/Temporary: Permanent

Scope: Open Competition

Closing Date: August 28, 2023

Classification: Subsidiary 01B 3625 Administrative Support 5

**About Us**:
**Role**:
The Ministry of Jobs, Economy, and Trade has an exciting opportunity and is looking for an **Office Administrator** to join our team

As an Office Administrator, you will support the OHS and WCB Policy and Legislative team who are responsible for the development of Occupational Health and Safety (OHS) and Workers’ Compensation Board (WCB) legislation. The team provides strategic policy advice to inform decision making by senior leadership and affected stakeholders related to the OHS Act, OHS Regulation, OHS Code, WCB Act and associated regulations.

Reporting to the Director, OHS and WCB Policy and Legislation, the incumbent is responsible for the smooth and efficient delivery of comprehensive administrative support to the Director, Manager, and policy analysts. The incumbent will provide support by reviewing information and composing correspondence; maintaining calendars; records management, preparing background materials, tracking and processing all Action Requests (ARs), triaging and tracking stakeholder inquiries, scheduling appointments, arranging travel, forecasting and managing team budget, and completing day-to-day tasks. The position may act as a resource to other units of the branch when required.

Working in a highly collaborative and team-based environment, the incumbent must be able to establish and maintain strong effective working relationships with all staff. The incumbent must have excellent verbal and written communication skills to be able to communicate effectively with staff and stakeholders.

**In your role as the Office Administrator, you will have the following responsibilities**:

- Coordinate and track activities for the Director and Manager.
- Support team administrative needs for legislative and policy development activities.
- Develop metrics and work service standards for OHS and WCB Policy and Legislative activities.
- Triage, track and process ARs including negotiating timelines.
- Provide support for major projects such as legislative and regulatory review, including preparation of documents for approvals.
- Provide support for consultation and stakeholder engagement initiatives.
- Manage the team’s financials (budget preparation, forecasting, purchasing, contracts and invoices)
- Manage the team’s human resources, training and IT requirements.
- Compile FOIP requests and manage records management for the team.
- Prepare agendas and record minutes for team meetings and other meetings as required.
- Building strong relationships with team, branch and divisional staff, as well as other key department staff and stakeholders

**Qualifications**:
**Minimum requirements**:
Grade 12 Diploma plus two years related experience. Post-secondary or graduate in a related field considered an asset; or equivalent as described below.

**Equivalency**:
Directly related experience or education considered on the basis of:

- 1 year of education for 1 year of experience; or 1 year of experience for 1 year of education.**Assets**:

- Requires a high level of co-ordination, organizational and time management skills with the ability to discuss, integrate, communicate and resolve problems.
- Strong verbal and written communication skills.
- Knowledge in budget planning, and records management.
- Must be self-reliant and have a high degree of initiative and competency in the performance of administrative functions such as budgeting, purchasing, expenditure and inventory control, human resources and liaison services.
- Knowledge of Alberta OHS and WCB legislation.
- Able to deal with conflict and sensitive issues pertaining to staff and other external departments.

**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.
The link below will assist you with understanding competencies:
Critical Competencies:

- **Agility -** Demonstrated ability to manage and adapt to change. Ability to manage human, financial and physical resources within an operating environment.
- **Creative Problem Solving -** Excellent analytical and decision-making skills.
- **Build Collaborative Environments -** Strong track record in establishing and maintaining effective working relationships with internal and external stakeholders.
- **Drive for Results - **Leadership skills, including demonstrated ability and comfort with decision making responsibilities, coaching and teaching, and the ability to inspire and build confidence in others.

**Salary**:
$1,884

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