Position Summary/About the role

Job Title: Administrative Assistant - Junior
Duration: 6 Months ( 12 months of extension possibility)
Location: 10020 - 100 Street, Edmonton, Alberta - Onsite 

Note: There is a document attached in JobDiva. Please check and work on it accordingly.

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

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 client'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.

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 editing documents in Adobe Acrobat Pro, or similar PDF editing software
2 years of experience

Experience in records and document management, with a strong understanding of the records life cycle for both physical and electronic formats within information systems
2 years of experience

Experience proofing and formatting word documents in a work setting.
2 years of experience

Experience using Microsoft Outlook for email messaging, task and calendar tracking, and other relevant, efficient features.
2 years of experience

Relevant post-secondary education in the area of office administration. Acceptable education includes degrees, diplomas and certificates

Experience with and knowledge of financial transactions ensuring the accuracy and reliability of financial data, and using Microsoft Excel.
2 years of experience

Experience with Records Management/Document Management using Sharepoint
2 years of experience

Experience working in an environment where the work is delivered through a ticket or email.
2 years of experience

Relevant experience in a role similar to this. Experience must be applicable to this role.
2 years of experience
 

About CVC

Compu-Vision Consulting, Inc. is a leading provider of consulting and workforce solutions across IT, healthcare, engineering, life sciences, and professional services. Since 1998, we have supported organizations nationwide with scalable, cost-effective services that drive innovation and operational excellence. Backed by an experienced professionals and strong industry expertise, Compu-Vision is a trusted partner helping mission-driven organizations navigating complex and evolving needs. Join us and be part of a team dedicated to quality, accountability, and measurable impact across industries.

Equal Opportunity Employer Note

Compu-Vision Consulting, Inc. is an Equal Opportunity/Affirmative Action Employer and does not discriminate based on age, color, disability, ethnicity, marital or family status, national origin, race, religion, sex, sexual orientation, veteran status, or any other characteristic protected by law.