Position Profile


Job Title:  AADS Senior Administrative Assistant

Work Unit:  Child Intervention Division; Field Operations Liaison Branch; Aboriginal Agreement Development & Support

Ministry:   Alberta Children’s Services

Competition Number:  1041920

Date:  April 2017
 

Purpose

 

This position is critical to the overall Aboriginal Agreements Development & Support (AADS) team operations and is the key support for day to day administration and communication with delivery partners. Reporting to the Senior Manager, AADS and while assisting other professional staff in the Unit, this position will take on the responsibility of reviewing all contracts and agreements and preparing them for official signatories. This position will ensure that the service delivery agreements with the Delegated First Nation Agencies (DFNAs) are in place under the time constraints. Position will take on a leadership role in the tracking of Action Requests and other activities as required by AADS.

This position will be responsible for Records Management and maintenance using the GoA software such as Documentum, SharePoint and other GoA services (for records retention).

Responsibilities and Activities

 
  • Responsible for the coordination and comprehensive range of administrative activities in support of the AADS team within required timelines and targets.
  • Attends team meetings, takes notes and drafts and proofreads service delivery agreements ensuring they are ready for signatures.
  • Coordination of executive correspondence (memos, letters, briefing notes, Action Requests) as required and follow-up by monitoring all signed documentation in preparation for e-filing.
  • Assists the Senior Manager with calendar responsibilities such as scheduling meetings and preparation of daily tasks.
  • Responsible for making all travel arrangements for the team including preparing and reviewing travel documents and expense claims.
  • Preparation of the final agreements and distribution for Senior Manager’s approval.
  • Coordinating unit accommodations as needed (office space, equipment, communication).
  • Monitoring inventory of supplies used by the Unit.
  • Maintaining and updating the SharePoint site.

Scope

 
  • Strong interpersonal and communications skills to ensure that the needs of clients are being met appropriately by exercising professionalism, initiative and a commitment to working in a team environment.
  • Must demonstrate the ability to partner with other team members, manage multiple priorities and make recommendations (essential to this position).
  • As position operates in a highly sensitive and political environment, the incumbent must be able to develop and maintain effective working relationships with other Ministries, and other program and service delivery partners to support the work of the AADS team.
  • This position functions with considerable independence but has access to the Senior Manager for general guidance.
  • Familiarity with the culture, customs, traditions and political world views of the First Nations, Tribal Councils and Treaty organizations in Alberta.

Knowledge, Skills and Abilities

 
  • High school diploma. Equivalencies considered. Administrative Certificate considered an asset.
  • In-depth knowledge of the Child Centred Legislation.
  • A legal or paralegal background with a working knowledge of constitutional and jurisdictional factors relating to Aboriginal peoples.
  • Knowledge of contracting principles, contract management, drafting of agreements and finance experience.
  • Strong computer skills with experience using MS Word, Excel, PowerPoint, Windows, Outlook, WordPerfect, SharePoint, CORES, Documentum.
  • Experience with IMAGIS.
  • Sound knowledge of the governmental administrative protocols, policies and procedures.
  • Strong organizational, interpersonal and communication skills.
  • Ability to manage numerous administrative tasks, determine relative importance of each, set deadlines and complete projects accordingly.
  • Ability to prioritize assignments based on urgency.
  • Flexibility to adapt to changing priorities and demands of a high volume workload.
  • Strong attention to detail.
  • Performing independent Corporate Registry searches.

Contacts

 

Internal:

  • Minister's, DM’s office and staff.
  • ADMs office and staff within the division. Position has contact with staff in the division in order to monitor and track day to day inquiries.
  • Directors, Managers, Program Managers and other administrative and professional staff.

External:

  • Indigenous and Northern Affairs Canada.
  • Delegated First Nation Agencies, Boards and Directors.
  • Intergovernmental Relations - Executive Council.

Supervision Exercised

 
  • Position has no supervisory responsibilities.

 

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