Administrative Assistant - Junior (ONSITE) JP1044

Duties will include the following but are not limited to:

Use ARTS to assign, track and process Action Requests according to Ministry requirements

Monitor and maintain grant-related Action Requests in the ARTS system

Respond to inquiries by directing questions to the appropriate area based on a thorough understanding of the contacts and resources available

Compose written responses according to general instructions

Prepare all invoices for review and approval of Expenditure Officer

Process invoices using 1GX

Maintain accurate physical and electronic records of all invoices/claims

Organize/maintain branch files by creating records using current records management systems

Coordinate master file system to reflect proper record keeping in accordance with the Alberta Government standards and expectations.

Proofing and formatting word documents.

Record tracking in Excel.

Create documents and memos as required.

Copy, scan, fax, file and perform records management of physical and digital documents.

Organize events, coordinate meetings and book rooms as required.

Answer phone calls and emails.

Knowledge

Knowledge of government and department administrative policies, processes, and standards (e.g., ministry style guides, processes related to ARs, financial timelines, records management, hosting policies)

Knowledge of the business priorities of the branch to apply to decision-making and prioritization of activities

Knowledge of the branch programs and services

Awareness of legislation governing Access to Information Act (ATIA) and Personal Information Protection Act (POPA) and how it applies to branch information

Awareness of diverse stakeholder network connected to the branch and current key issues

Advance knowledge of the software tools and automated systems and applications used to carry out responsibilities (i.e. Microsoft Office (Word and Excel); Adobe; relevant web / internet applications, records management)

Skills and Abilities

Skilled in coordinating and prioritizing large volumes of work within short timelines

Interpersonal and communication skills, including ability to communicate with other staff members, clients, and stakeholders, and to supervise the administrative team

Written communication skills to prepare correspondence, presentations, etc. for a range of audiences and follow up on correspondence as necessary

Organization skills to prioritize and monitor multiple ongoing tasks

Time management skills, including ability to prioritize multiple functions effectively

Accurate keyboarding and document formatting skills

Basic research skills to compile information for projects

Ability to make decisions independently while considering the consequences and impact on the Executive Director and branch

Ability to work independently within general instruction; take initiative and follow through with tasks

Keen attention to detail.

Education and Experience

High school diploma and minimum two years of administrative experience