IG
Administrative Assistant - Junior
IMCS Group Inc
- 🇨🇦 Canada
- On-site
- Junior
- 1 day ago
- Excel
- Adobe
1 day ago
Not enough detail in this posting to match
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
Additional information to suppliers
Per worker model below this is a Onsite role.
Working Hours/location:
Standard Hours of work are 8:15 to 4:30 with a 1 hr lunch break Alberta time, Monday through Friday excluding holidays observed by the province.
Location: 10020 - 100 Street, Edmonton, Alberta
The expectation will be for the resource to work from the office 5 days a Week
Incumbency:
Net new role
Background check 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, Security/Cybersecurity, Information Management, and Respect in the Workplace. There may also be other mandatory and/or optional training.
Anticipated Interviews dates
Interviews are estimated to be held between Oct 30- Nov 4. This is an estimate only.
Refer to the Job Posting attachments for the proposed form of contract applicable to this Contingent Resource Request
Equipment requirements:
The Province shall provide the requisite office space, Computer, furniture and office supplies. The Province shall continue to ensure that the Contractor’s resources have the necessary access and credentials to the ***’s 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.
Scoring Methodology:
Financial/Pricing: 10%
Resource Qualifications: 30%
Interview Process: 60%
SUBMISSION MUST INCLUDE:
RESUME
TO PROCEED TO THE NEXT STAGE, YOUR RESUME MUST CLEARLY DESCRIBE ALL REQUIRED EXPERIENCE WITHIN THE CONTEXT OF THE SPECIFIC JOB OR PROJECT WHERE IT WAS GAINED. SIMPLY COPYING THE QUALIFICATION WITHOUT THIS EXPLANATION WILL NOT BE SUFFICIENT.
EACH JOB/PROJECT MUST CONTAIN THE TERM OF THE JOB/PROJECT IN THE FORMAT MMM/YYYY to MMM/YYYY.
THREE REFERENCES, FOR WHOM SIMILAR WORK HAS BEEN PERFORMED, MUST BE PROVIDED. THE MOST RECENT REFERENCE SHOULD BE LISTED FIRST. REFERENCE CHECKS MAY OR MAY NOT BE COMPLETED TO ASSIST WITH SCORING THE PROPOSED RESOURCE.
Administrative Assistant - Junior · IMCS Group Inc