Position Profile


Job Title:  Administrative Assistant

Work Unit:  Services for Children and Youth, Grande Prairie

Ministry:   Alberta Human Services

Competition Number:  1039280

Date:  November 2016
 

Purpose

 

Reporting to the Administrative Team Lead, the role of the Administrative Assistant is to provide specialized administrative support to a Case Management Unit, including playing a role in ensuring that the Child Intervention Standards are met. Working within the guidelines of the Financial Act and Financial Policies and Procedures, the Administrative Assistant will have responsibility for accurate and timely processing of various accounts payable transactions. A sound knowledge of government policy and regulation is required for this position, as well as possessing knowledge and experience in using the accounts payable modules.

As the first point of contact for individuals seeking information on Child, Youth and Family Enhancement programs and services, the incumbent will use their knowledge of ministry policies and procedures to provide accurate information of a general nature on the ministry's programs and determine the appropriate referral.

Responsibilities and Activities

  1.

Process invoices using either CYFS (Child and Youth Financial Suite) or CMAS (Contract Maintenance Administration System), ensuring 100% compliance to all Financial Act and Financial Policies and Procedures.

Activities:

  • Responsible to review, code and process invoices, ensuring their accuracy using a strong working knowledge of Financial Policies and Procedures as well as Children and Youth Services Policies and Procedures. Obtain proper authorizations and provide back-up for all payment processing along with processing adjustments as necessary.
  • Review transactions for completeness and accuracy, including chart field coding and proper authorization for payment processing. Ensure 100% accuracy of the information entered.
  • Ensure payment processing is in compliance with government and ministry policy and procedures.
  • Manage inquiries and provide information to vendors/clients regarding the payment process/problem solving. Provide information and explanation to vendors of departmental policies and procedures in relation to Accounts Payable.
  • Implement and maintain filing and tracking systems for payment documents, contracts that have been entered, vendor number requests, and contract payments made.
  • Prepare data for quarterly accruals and yearly audit of payment files and assist in compiling information for budget preparation and monthly forecasting.
  • Work closely with caseworkers on payments, clarification and allowable amounts under the Child, Youth, and Family Enhancement Act.
  • When requested - provide reports on expenditures.
     
  2.

Vendors

Activities:

  • Check for vendor numbers prior to paying invoices. Assess Direct Deposit applications prior to submission to verify the accuracy of the information provided. Submit new vendor number requests as necessary. Update vendor information in cases of address or banking changes.
     
  3.

Provide specialized administrative support to a Case Management Unit, ensuring compliance to all applicable Legislation and assisting the unit in ensuring that the Child Intervention Standards are met.

Activities:

  • Update any information on ISIS as required with 100% accuracy.
  • On an ongoing basis, ensure that the following is entered on ISIS with 100% accuracy:
    • Legal authority updated within 2 working days of the court date; or within 2 working days of receiving the information from the Caseworker or Court Worker.
    • Placement updated within 2 working days of the placement change; or within 2 working days of receiving the information from the Caseworker.
    • Treatment Services Cards are issued and updated on ISIS when required (unless child has Treaty status).
  • When receiving files that are transferred from an Assessment Unit to the Case Management Unit, review the File Opening Checklist, ensuring all items have been completed and following up on any that remain outstanding. This will include:
    • For children in care, request the Registration of Live Birth and Birth Certificate as soon as the Guardianship or Custody Order is received. When the birth documents are received in the office, update the Province of Birth on ISIS.
    • Once the birth documents and Guardianship or Custody order are received, send out the INAC or Metis Status Confirmation letters.
  • Ensure all files are maintained according to Record Management Policies and Procedures.
  • When file closes, ensure that child is terminated from AHC group coverage.
  • If PGO status is obtained, ensure file is complete before transferring to the PGO Unit - this will include ensuring we have added PGO children to our AHC group coverage.
     
  4.

Provide professional reception services for the site, dealing with visitors and callers in an accurate and timely manner while ensuring confidentiality at all times.

Activities:

  • Answer a large volume of calls per day in a pleasant, courteous and professional manner.
  • Provide general program information.
  • Routinely handle complaints and concerns.
  • Diffuse hostile callers.
  • Direct callers to appropriate staff members or refer callers to other agencies and government programs if appropriate.
  • Accurately and legibly record messages for all staff members.
  • Direct visitors in a helpful and professional manner.
  • Complete Intervention Record Checks.
  • Ensure waiting room is tidy and organized.
  • Take part in a rotation schedule to provide reception coverage through the lunch hour.
     
  5.

In order to ensure the efficient operation of the office, the incumbent will perform a wide range of general office duties.

Activities:

  • Assisting with sorting and filing documents as necessary, as well as assisting the records room administrative position with any special projects.
  • Incumbent is a site contact for the VC Scheduler system and is therefore responsible for booking and updating conferences on the VC Scheduler system, as well as assisting with hooking up parties to a conference if required.
  • Assist in ensuring mail is delivered to the central mail room on a daily basis and any incoming mail is distributed promptly and accurately.
  • Assist in ensuring incoming faxes are distributed promptly upon coming into the office, with urgent faxes being hand-delivered to the recipient if possible.
  • When required, incumbent will take minutes at meetings.
     
  6.

Purchasing

Activities:

  • Assess and identify any material needs for the worksite and research the best options to meet those needs - this will include general office supplies, business cards and any special requests.
  • Ensure that office supplies and necessary forms are maintained at an adequate level by assessing worksite requirements and coordinating the purchasing and inventory control.
     
  7.

PCard

Activities:

  • Incumbent is one of two positions in the site with responsibility for making purchases or arranging for services with the use of the Government PCard. Responsibilities around this include:
    • Ensuring necessary approvals for expenditures are in place.
    • Contacting vendors to arrange for necessary goods and/or services, including booking flights for staff as requested.
    • Ensuring PCard is kept in a secure location at all times.
    • Preventing fraudulent use of the card by other parties (both internal and external to the government).
    • Reconciling PCard expenditures on a regular basis.
     
  8.

Participate in cross-training with the other administrative positions in the worksite to effectively ensure no disruption in services due to absences.

Activities:

  • Work actively and regularly with the other administrative positions in order to ensure familiarity with any differing tasks and duties.
  • Assist in covering the other positions during absences and vacancies.

Scope

 

This is a highly complex position due to the necessity of assisting in ensuring that required Child Intervention Standards are being met. This position works independently in providing information and explanation of policies and procedures as requested by vendors and workers. Performs a wide variety of duties involving continual prioritization and organizational skills. It is essential that this position have ongoing cross-training and a substantial working knowledge of programs in Children and Youth Services to ensure the ability to provide cover-off whenever necessary.

The incumbent must use their judgement to evaluate workloads to ensure deadlines are met. Position acts as resource to all staff in dealing with matters of a financial nature. Position deals with extremely sensitive information and, as such, must exercise extreme confidentiality in all matters.

Position processes daily transactions in accordance with governing policy and procedures, ensuring 100% accuracy of the data and 100% compliance with policies and procedures. The incumbent will also be required to run ad hoc queries from clients and stakeholders requiring independent and prompt research. The incumbent must interact with vendors and staff, as required, to explain invoicing requirements and payment processes. Incumbent also is required to interact with vendors in various states of distress or crisis when payments are delayed. Incumbent also interacts with various auditors and must be able to answer questions about all payments processed. Transactions that are sensitive in nature or need further clarification or corrections may be discussed with the supervisor.

The position is the main receptionist for a floor with multiple units.

Knowledge, Skills and Abilities

 

Knowledge:

  • Grade 12 Diploma and several years' experience, including experience with office software. Graduation from an Office Administration program and related experience or equivalencies would also be useful.
  • Considerable knowledge of applicable policies and regulations governing Child and Family Services.
  • Working knowledge of financial practices and procedures.

Skills:

  • Strong time management skills.
  • Strong interpersonal skills and professional communication skills.
  • Excellent organizational skills.
  • Must possess excellent skills in Word, Excel, and Outlook.
  • Must have excellent computer and keyboarding skills.
  • Good problem solving and decision making skills.

Abilities:

  • Ability to multi-task and deal with changing priorities.
  • Ability to interact with different levels of management, personnel, clients and vendors.

Contacts

 

Position interacts closely with caseworkers, supervisors, management, clients, vendors and other administrative staff to provide and exchange information. Position may encounter distressed and/or difficult clients and would be expected to exercise sensitivity and understanding in determining their needs and making the appropriate referral.

Deals with external departmental employees to obtain answers regarding financial queries and to forward them requested information.

Supervision Exercised

  None.

 

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