Intermediate Administrative Assistant

**INTERMEDIATE ADMINISTRATIVE ASSISTANT**

**Requisition #**: R24-3196 (JP415)

**Location**:Onsite/Remote Available (Edmonton, AB)

**Engagement Type**:Contract

**Number of Resources required**:3

**Rate (CAD)**: Up to $27 per hour / Commensurate with related experience and market competitiveness

**Term**:2024-10-28 to 2025-01-10 with 12 month extension available (up to 14-month contract)

**Hours per day**:7.25

**Security Screening**:Standard (Criminal Record Check)

**Submission Deadline/Closing Date**: October 7, 2024 (5:00 PM Mountain Time)
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- Tri-global Solutions Group Inc. is seeking three (3) Intermediate Administrative Assistants to join our talented Service Delivery team at Ministry of Service Alberta and Red Tape Reduction (Government of Alberta).

Please review the project overview and requirements below. If you meet the requirements and are interested in submitting for this role, please reply to this job posting.

If you know other consultants who may be interested in this opportunity kindly share this job posting.

Thank you.

Tri-global Solutions Group Inc.
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- **PROJECT OVERVIEW / DESCRIPTION OF SERVICES**

This job is an integral part of the pillar. Working within FOIP legislation, and in accordance with the operational and strategic plans of FOIP Operational Services, this role is responsible for performing activities associated with the functions of the FOIP Unit to assist in ensuring effective and efficient processing of requests within legislative time-lines, and other daily office administration duties.

General, Personal, Privacy, and Correction requests submitted under the Freedom of Information and Protection of Privacy (FOIP) Act to the Government of Alberta and supported Agencies, Boards, and Commissions, are coordinated to ensure activities are timely, accurate, and complete in order to streamline consistent and efficient processes for FOIP Operations by:

- Monitoring all requests received via hard copy and the FOIP System Public Portal.
- Preparing draft correspondence, including acknowledgement letters, requests for additional details, requests with no fee payment, and notification of closure or routine disclosure available for applicants.
- Working with FOIP Coordinator, assigning requests to appropriate FOIP Advisor as per direction from the FOIP Coordinator.

Information access requests received by FOIP Operations are provided the necessary administrative support to facilitate processing of request within legislated time-lines by:

- Creating electronic files, including documentation, for all requests received.
- Working with appropriate program area agents, initiating record searches and collection based on request scope.
- Monitoring record searches and collection sent to program areas agents to ensure completed within allotted time and, when necessary, follow up with designated contacts.
- Issuing closure letter to applicant, when program area agent determines there are no records pertaining to the scope of a request. When letter is issued, closing the request and ensuring all documentation is included in electronic file.
- Assisting advisors with conversion of documents to pdf format, including uploading responsive record packages to approved software, for the purposes of redaction.

Monies received from applicant are processed in accordance with the Financial Administration Act to ensure financial transactions are timely, accurate, and complete by:

- When directed by advisor, preparing necessary documentation for refunds and providing to Expenditure Officer for approval, including following up on approval status, if necessary. Once approval provided, forwarding to Service Alberta Finance for processing.
- Posting all payments and refunds when received or processed.

Contribute to the office culture and environment to ensure administrative policies and procedures are adhered to in a timely, accurate, and complete manner by:

- Responding to general questions regarding the FOIP process, including information on legislation and legislative time-lines, including forwarding any specific inquiries to appropriate staff for response.
- Receiving and review all office correspondence and distribute to applicable staff.
- Sending applicant packages when not able to provide electronically.
- Accurately inventorying FOIP requests and network shared folder for records management purposes.
- Other administrative duties, including cross-training with other team members, as required.

**MANDATORY SKILLS**
- High School Diploma/GED. (Yes or No)
- Experience in an Information Management environment working with records/documents. (1 years+)
- Experience using Microsoft Office Suite tools. (2 years+)

**DESIRABLE / NICE TO HAVE SKILLS**
- Relevant post-secondary education in the area of office administration. Acceptable education includes degrees, diplom