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Administrative Assistant, Intergovernmental
2 weeks ago
**Administrative Assistant, Intergovernmental Relations**
**Location**: Provincial Head Office in Edmonton, AB
**Position Status**: Full Time (40 hrs per week)
**The Organization**
**The Opportunity**
**Key Responsibilities**
Working under the supervision of the Director of Intergovernmental Relations (IGR), the Administrative Assistant will perform a variety of general administrative and clerical services. The incumbent will be required to both take direction and work intuitively to support the completion of the department’s goals and objectives in a professional and culturally appropriate manner.
1. Coordinate the department’s administrative activities in an effective, up to date, and accurate manner:
- Actively participate in the department’s team meeting and planning sessions.
- Work cooperatively with all team members to support the achievement of work plan activities designed to achieve identified goals and objectives.
- Operate office equipment such as computers, fax machines, photocopiers, voice mail messaging systems, teleconferencing systems, and computer scanning equipment to complete department tasks.
- Perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for department staff or designates.
- Coordinate and organize department meetings and conferences, including venue bookings, catering requirements, setting up audio-visual equipment and flip charts, and tending to other requirements of department meetings.
- Complete internal and external correspondence, legal documents, forms, letters and other documents, and distribute them as directed.
- Prepare and appropriately file meeting agendas, records, and meeting minutes.
- Coordinate any required repairs to office equipment.
- Coordinate and complete significant special projects independently or in cooperation with other groups as directed by the Director or designate.
- Develop, implement and maintain processes and procedures within the department, including but not limited to, finance reporting and management, expense claims, and travel arrangements.
- Arrange for department team travel, including making hotel accommodations and land and air transportation bookings.
- Maintain adequate office supply and inventory of all supplies used within the department.
- Understand and adhere to all MNA policies and procedures.
2. Perform administrative and clerical support to the MNA Intergovernmental Relations and Executive departments:
- Prepare financial expenditures, payment authorization forms, and administrative documents for authorization by the Director, such as cheque requisitions, purchase orders, etc.
- Assist in the development and distribution of staff schedules.
- Produce forms, schedules, and correspondence as required.
- Complete confidential administrative services for department management.
- Produce and/or assist in the production of all required internal and external reports.
- Regularly review progress on standard department deliverables and take appropriate action to ensure timely completion of all department tasks.
- Coordinate liaison activities with other MNA departments.
- Verify and record department staff compliance with administrative and financial policies and procedures, including travel expense claims, purchasing requirements, and financial reporting.
- Provide admin support to the Executive Office, as needed.
- Assist the MNA office with rotational reception duties, as required.
3. Serve as the coordinator of the department’s information, reporting, and communication strategies and activities:
- Develop or maintain an accurate and up-to-date records management system, including classifying and coding electronic and hardcopy files.
- Store, retrieve and disseminate information for department staff.
- Prepare detailed presentations and reports as required by the Director or designates.
- Ensure the safeguarding of all confidential files.
- Provide website updates to the Communications department to ensure up-to-date department information is posted on the MNA website.
- Create databases and/or processes to accomplish tasks.
- Support the development and implementation of the comprehensive public relations strategy for the Métis Nation of Alberta and Intergovernmental Relations department.
- Implement strategies for communicating service and program impacts as part of the department’s overall communications strategy.
- Coordinate and complete the department communications to internal and external audiences.
**Skills & Competencies**
The Administrative Assistant must possess excellent communication, writing, and organizational skills. Other skills and qualifications include:
- Strong computer skills with aptitude for using new software.
- Ability to remain organized, multi-task, and manage time effectively.
- Demonstrate initiative in identifying and addressing operational deficiencies, process gaps, or other possible improve
