Administrative Assistant - Intermediate

IMCS Group Inc

🇨🇦 Canada

On-site

Mid level

2 days ago

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The Appeals Commission (the "Commission") is an administrative tribunal established under the Workers' Compensation Act as the final level of appeal for worker's compensation matters in the province of Alberta. The Appeals Commission consists of four diverse divisions including a tribunal made up of adjudicators and staff; an advocate office that operates as an independent program; a medical panels program that facilitates an independent medical panel process; and a secretariat that provides administrative and operational support to all components of the orgnanization.
Reporting to the Seniorr Appeals Assistant, the temporary Appeals Assistant (AA) role is the main point of contact on the day of the appeal hearing. The AA is required to provide a wide range of front line assistance to external parties to the appeal, as well as support and guidance to internal stakeholders such as Appeals Officers, Hearing Chairs, Vice Chairs and Commissioners, in matters relating to the AA role. Before the hearing, the AA is solely response for pre-hearing administration. During the hearing, the AA oversees the hearing recording, manages the parties assists the panel and the parties with additional appeal-related documents, and is expected to take the lead of parties become distressed. After the hearing, the AA is responsible for updating the appeal file, and once the decision is written, the AA is required to format, proofread and send the appeal decision for publication and distribution.
Key Responsibilities:
1. Providing efficient and accurate support to Appeals Officers
- Prepares and disperses Appeals Officers' (AOs) correspondence to participating parties
- Creates the Document Index for the Appeal Documents Package (ADP)
- Informed the assigned Appeals Officer of any new submissions or circumstances occuring at the hearing (e.g. last minute submissions provided, requests for travel, changes of address, provisions of a wage loss form to the parties, etc.), following up where an adjournment occurs
2. Manages hearing communications and situational irregularities fo scheduled hearings
- Notifies the panel of any prehearing anomolies that might impact the success of the hearing
- Coordinates set up and sharing of teleconference/video conference information with the parties and the panels
- Instruct parties in how to participate in all formats of hearings - in person, teleconference, video
- Attends, records hearings hearings, troubleshoots and resolves any process or technical problems
- Responds to party inquiries and concerns prior to commencement of the hearing
- Supports clients, including when distress, emergency or crisis situations arise

3. Ensures correct statuses are maintained
- Enter statuses on ACES for work completed on hearing chair decisions, ADPs, and AO correspondence
- Ensures ACES status benchmarks are maintained to reflect timelines for assigned work from Hearing Chairs and AOs
- Confirms the status of an appeal with the Hearing Chair upon completion of a hearing to meet the AC decision timelines
- Resolves any errors or omissions of stats with IT Coordinator to ensure accurate reporting
4. Audits and prepares Hearing Chair decisions for distribution
- Formats and proofs policy and legislation in the draft decision document
- Provides plain language and other editing feedback to the Hearing Chair
- Ensures decisions documents re in accordance with approved Appeals Commission style guide and decision format protocol
- Processes errors flagged in an issues decision
- Communicates with Hearing Chairs regarding any suggested changes and/or apparent errors
- Ensures the final decision document is publication ready for uploading on CanLII for public access

Location:
23rd Floor, AMEC Place, Calgary
Equipment requirements:
• Equipment will be provided by the ***

The workplace will supply, equipment such as computers, software, printers, supplies, desk, chair and all necessary access and credentials to the ***’s System.

As this is an onsite position the workplace will supply all required office space and equipment, including computers, software printers’ office supplies desk, chairs and the necessary access and credentials for the *** System.

The fixed rate quoted must be inclusive of all overhead, office space and equipment, including supplies, administrative burden, mark-up and all other costs to perform the Services for the duration of the Contract.
Working Hours:
• The work schedule will be full-time, Standard Hours of work are 08:00-14:00 Alberta time, Monday through Friday except for provincial holidays.
Parking:
• Successful candidates will be responsible for their own parking. Public Transit is available in all locations. Some locations have paid public parking options.

Incumbency:
• For this role and all other opportunities, the Ministry seeks the best person to fill the role.

Standard background checks required:
• The Supplier shall, prior to commencement of the Services, provide the province, on its request and at no cost to the province, with criminal record checks.

Mandatory Training Courses:
• Once hired the resource will be required to complete all mandatory training which includes but not limited to Freedom of Information and Protection of Privacy Act and Security Awareness training. There may also be optional courses as well.

Anticipated Interviews dates
• Will be held between October 19- 30, 2026

Refer to the Job Posting attachments for the proposed form of contract application to this Contingent Resource Request

Scoring Methodology:
Financial/Pricing: 15%
Resource Qualifications: 30%
Interview Process: 55%

ALL REQUIRED EXPERIENCE MUST BE DESCRIBED IN RESUME UNDER THE JOB/PROJECT WHERE EXPERIENCE WAS ATTAINED.
EACH JOB/PROJECT MUST CONTAIN THE TERM OF THE JOB/PROJECT IN THE FORMAT MMM/YYY TO MMM/YYY.

Administrative Assistant - Intermediate · IMCS Group Inc

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