Position Summary/About the role
Job Title: Administrative Assistant - Intermediate
Duration: 1 year (Max Extension Possibility 12 months)
Location: Onsite
Note: There is an attachment in JobDiva. Description: Perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing various administrative activities.
Duties will include the following but are not limited to:
Client Service & Communication - Serve as primary contact for phone and email inquiries from educators, operators, parents, stakeholders, and the public.
- Provide accurate, timely, and respectful responses; assess urgency, manage high call volumes, respond to repetitive questions from callers and de-escalate difficult situations.
- Explain certification requirements, policies, procedures, assessment processes, and upgrading options.
Processing Credential Assessment & Certification by: - Assessing Canadian and international educational credentials against Alberta Child Care Staff Certification standards.
- Reviewing programs of study and make certification decisions or recommendations in alignment with legislation and policy.
- Managing first level certification appeals; confirm, revise, or escalate decisions as required.
- Review and process staff qualification exemptions within assigned authority.
Managing Information Systems & Records - Accurately enter, maintain, and review client data in CCIS and ECDS.
- Open, update, and manage client files; verify documents for completeness and accuracy.
- Monitor system data quality and identify issues requiring referral or follow up.
Administrative & Team Support expectations - Provide administrative support including file management, scanning, data entry, correspondence, and document processing.
- Assist clients and staff with forms, online applications, and document submission.
- Support training and development of new assessors and administrative staff; assist with reassessments.
Stakeholder & Program Support expectations - Liaise with educational institutions, assessment bodies, and other jurisdictions to verify credentials.
- Maintain relationships with organizations delivering the Level 1 Child Care Orientation Course.
- Contribute to system testing, process improvements, and development of guides, forms, certificates, and communication materials.
- Additional information to suppliers
Working Hours/location: Per worker model below this is an Onsite role. - 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: ... Forestry Building 9920 108st Edmonton AB
- The expectation will be for the resource to work from the office 5 days a Week
Incumbency: - All 3 roles are new, the Ministry seeks the best candidate to fill the 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 .27-30, 2026 . 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 resource the use of a Laptop and ensure they have the necessary access and credentials to the ***'s system. When the resource is working from the office the province will ensure Office Space, Furniture and Office Supplies
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.
Skill Matrix: The Supplier certifies that, following the exercise of reasonable due diligence, it is not aware of any actual, potential, or perceived conflict of interest involving the Supplier or any of its employees, subcontractors, or agents in relation to this job posting or any resulting contract. The Supplier undertakes to immediately disclose to the Province any such conflict of interest that arises or becomes known prior to contract award. The Supplier further certifies that all information provided, whether on its own behalf or on behalf of a candidate, is true, accurate, and complete to the best of its knowledge.
High School Diploma/GED.
Experience proofing and formatting word documents in a work setting.
3 years of experience
Experience with accurate data processing and/or data entry
3 years of experience
Relevant experience in a role similar to this. Experience must be applicable to this role.
3 years of experience
Relevant post-secondary education in the area of office administration. Acceptable education includes degrees, diplomas and certificates
Demonstrated experience collaborating on cross-functional teams to meet critical, time-sensitive deadlines and communicating to diverse audiences.
3 years of experience
Experience with reviewing and analyzing document content
3 years of experience
Experience working in a call center environment responding to inquires over the phone or by email and tracking detailed notes on the request in a call tracking system.
3 years of experience
