Administrative Assistant-Intermediate

Job Type: Contract

Location: Edmonton, Alberta (Onsite)

Duration: Initial contract with potential extension up to 12 months

Job Summary

We are seeking detail-oriented Administrative Assistants to support a high-volume Access to Information (ATI) operations team. This role is responsible for coordinating administrative activities related to information requests, maintaining accurate records, preparing correspondence, monitoring request progress, processing payments, and ensuring compliance with legislated timelines.

The ideal candidate is highly organized, thrives in a fast-paced administrative environment, and can effectively manage multiple priorities while maintaining a high level of accuracy and confidentiality.

Key Responsibilities

Monitor and manage incoming Access to Information requests received through electronic portals and other submission channels.

Prepare and issue correspondence, including acknowledgment letters, requests for additional information, fee notifications, and closure letters.

Review requests for completeness, ensuring all required documentation and payments are received.

Create and maintain electronic files and documentation for all requests.

Coordinate and assign requests to appropriate team members.

Track request progress and follow up with internal stakeholders to ensure legislated deadlines are met.

Assist with document preparation, PDF conversion, and uploading files for review and redaction.

Process application fees, payments, refunds, and related financial documentation.

Maintain accurate records of payments, refunds, and request status.

Respond to general inquiries regarding administrative processes and request procedures.

Distribute incoming correspondence and support records management activities.

Assist with inventory tracking, file management, and other administrative duties as required.

Collaborate with team members and provide cross-functional administrative support.

Required Qualifications

High School Diploma or GED.

Minimum 2 years of experience collaborating with cross-functional teams to meet critical deadlines.

Minimum 2 years of experience working in a ticket-based, queue-based, or case management environment.

Minimum 2 years of experience using Microsoft Outlook for email, calendar management, task tracking, and scheduling.

Strong organizational skills with exceptional attention to detail.

Excellent written and verbal communication skills.

Ability to manage multiple priorities while maintaining accuracy.

Proficiency with Microsoft Office applications.

Preferred Qualifications

Experience with records management.

Experience handling secure electronic document exchange.

Previous experience in a similar administrative support role.

Experience working with confidential or sensitive information.

Work Schedule

Monday to Friday

8:15 AM – 4:30 PM (Local Time)

7.25 hours per day (36.25 hours per week)

Additional Requirements

Successful completion of a criminal background check before the start of the assignment.

Completion of mandatory onboarding and compliance training, including privacy, information management, workplace respect, and security awareness.

Professional references will be required during the submission process.

What We're Looking For:

Strong organizational and time management skills.

Ability to work independently and as part of a collaborative team.

High level of professionalism, discretion, and confidentiality.

Excellent customer service and communication skills.

Ability to work efficiently in a deadline-driven administrative environment.