Are you a highly organized and proactive administrative professional who thrives on ensuring seamless operations? As a central figure in our team, you will keep branch operations running smoothly by coordinating administrative work, ensuring accuracy, and delivering tasks on time. You are the go-to resource that empowers the Executive Director, branch staff, and corporate partners to remain organized and fully aligned with all Government of Alberta and department requirements.
In this pivotal role, you will proficiently manage a wide range of administrative functions, including budget, human resources, records management, and correspondence. This means you will adeptly balance competing priorities, applying sound judgment and strong attention to detail in every task. You are also instrumental in maintaining consistency across the branch by upholding administrative standards, forms, systems, and processes.
Furthermore, you will play a key role in supporting leadership and decision-making. This involves diligently tracking action items, meticulously preparing essential materials, proactively resolving issues, and knowing when to escalate matters for guidance. Your contributions are vital in ensuring information flows efficiently and effectively between the Executive Director, various branch units, and other crucial internal or external stakeholders.
Your responsibilities will include but will not be limited to:
- Coordinating and maintaining branch administrative processes, forms, documentation, and related systems.
- Reviewing administrative submissions for accuracy, completeness, and compliance with legislation, policy, and procedure.
- Providing guidance, troubleshooting, and training on administrative systems and requirements.
- Monitoring branch budgets, forecasting expenditures, reconciling costs, and tracking financial reports.
- Preparing, reviewing, and processing expense claims, invoices, Procurement Card purchases (P-Card items), and other financial documents.
- Supporting human resource administration, including onboarding, transfers, resignations, acting pay, and related forms.
- Managing and tracking action requests, correspondence, and follow-up items to ensure deadlines are met.
- Supporting the Executive Director with calendar management, meeting logistics, briefing materials, and correspondence.
- Maintaining records, filing systems, and bring-forward processes in line with records management requirements.
- Liaising with internal teams, corporate service units, and external stakeholders to coordinate information and resolve administrative issues.
