Position Profile


Job Title:  Administrative Support (AS4)

Work Unit:  Operations Division

Ministry:   Alberta Environment and Parks

Competition Number:  1040141

Date:  January 2017
 

Purpose

 

Reporting to an Administration Support Supervisor, the Administrative Support 4 provides a wide variety of administrative functions focusing on integrated delivery for all program streams within the Region, including: fisheries and wildlife, air and water, forestry, F&W enforcement, lands, rangeland, Water Act/EPEA, approvals and compliance. As part of a collaborative finance and administrative team, the incumbent demonstrates effective communication with staff and follows applicable ministry policies and procedures. In addition, this position plays a significant role as front-line staff dealing with external clients; meeting Albertans at the reception counter and over the telephone, and must be able to display a sound knowledge of departmental procedures and processes in assisting clients.

Responsibilities and Activities

 

The Administration Support IV position is a generalist and assigned duties may include any of the following:

General Administration

  • Production of routine correspondence from general instructions, including memos, letters, and minutes.
  • Adherence to internal, regional, and corporate policies, processes, and procedures.
  • Provision of reception services, serving as the initial public contact while presenting a courteous and friendly image to clients. This would include answering the phone, directing calls, and providing non-partisan, cross program information within scope of the position to internal and external clientele.
  • Receipt and distribution of mail, actioning any instructions received.
  • Performing current, archived and dead filing, electronic, and manual Records Management for program areas; following the Alberta Records Disposition Authority (ARDA), Enterprise Content Management (ECM) and IRIS.
  • Assistance with FOIP requests by obtaining documentation requested, ensuring timelines are met and communicating any anomalies to supervisor.
  • Monitor office equipment and request maintenance as required.
  • Monitor stationary room and restock as per direction.
  • Assist with program meetings, including logistics of organizing meetings and minute taking.
  • Administration of contracts, which can number in the hundreds for the wildfire program.
  • Other duties as directed within scope.

Program Support

  • Provision of administrative and program support to Approvals, Compliance, Resource Management, Director and Management team, Forestry Division, Fish and Wildlife Enforcement Branch and other cross ministry support as directed.
  • Issuance of permits and licenses to clients within delegated guidelines.
  • Acceptance of client submissions and trapped furs at reception.
  • Tracking of resource-use applications, dispositions, renewals and cancellations.
  • Participates on campaign fires in providing Human Resource and/or Finance support by working in senior positions within the ICS organization, as approved by Supervisor/Unit Lead.
  • Participation in the OH&S program, by maintaining required OH&S competencies and incorporating safety and wellness practices in daily work.

Financial Support

  • Process Accounts Payable documents, including coding invoices.
  • Act as Pcard/ExClaim reviewer.
  • Perform reconciliation of financial expenditures e.g. GLSG7001.
  • Reviews all billings from the EPS and ARI system and ensures that required records are maintained.
  • Preparation of blotter and completion of cash reconciliations and bank deposits.
  • Assistance with Cost Recovery fires by compiling expenditures and FIRES reconciliation.

Manpower Support

  • Data entry of hours worked for permanent, wage, seasonal and emergency employees into the FIRES and or MyAgent programs.
  • Preparation of commencement packages for seasonal and casual employees. Ensuring applicable original documentation is completed and forwarded as per current Departmental process to the regional personnel file.
  • Same day submission and follow-up in IMAGIS ensuring completion by Pay and Benefits.
  • Ensuring termination documents for seasonal employees are completed and processed in conjunction with Team Lead.
  • Act as proxy and or reviewer in ExClaim for seasonal wage, casual wage, and permanent employees.

Scope

 
  • The position works with minimal supervision within the parameters of established ministry, government and Regional administrative policies, process and procedures. It impacts the Branch through the competent processing of data and adherence to timelines. Failure to successfully perform responsibilities can result in errors and delays in payroll, financial and legal obligations and adversely affect office operations. This position works closely and collaboratively with the Business Services team and program staff within the Region/Branch.

Knowledge, Skills and Abilities

 
  • Requires a Grade 12 diploma and several years’ related experience.
  • Proficient with Microsoft Office word processing, spreadsheets and Outlook. 
  • Working knowledge of various other departmental programs such as GRMS, CARS, ARTS, LSAS, GLIMPS, EMS, ENFOR, and additional electronic filing systems as required.
  • FIRES (Fire Information Resource System) Program applications as related to payroll and or costing to provide efficient and accurate data entry.
  • Good understanding of general office procedures and the Government of Alberta structure to direct queries, respond to requests for information.
  • Position requires excellent communication and listening skills to deal with internal and external clientele in a friendly and courteous manner, ensuring smooth operations within the unit needed to meet identified timelines and requirements.
  • Knowledge of financial processes, to process Accounts Payable and revenue transactions.
  • Ability to maintain a good filing system which is easily accessible by staff and auditors.
  • Class 5 Driver’s license.

Contacts

 
  • This position has considerable contact and builds working relationships with internal and external clientele. It maintains a working relationship with regional staff and liaises between clients, contractors, corporate, and other departmental staff to meet operational needs of the region. Interactions require courtesy, the ability to solve problems and to adjust to changing environments. It involves primary contact with Pay and Benefits for seasonal wage issues.

Supervision Exercised

 
  • May occasionally supervise some wage staff.

 

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