Position Profile


Job Title:  Executive Secretary to the Assistant Deputy Minister

Work Unit:  Corporate Services Division

Ministry:   Alberta Community and Social Services / Children’s Services

Competition Number:  1042622

Date:  May 2017
 

Purpose

 

The Executive Secretary provides executive administrative support to the Assistant Deputy Minister (ADM) and is responsible for managing the daily administration of the ADM's office. This includes providing professional support to the ADMO in the ongoing operation of the division, and identifying work related concerns, providing recommendations and solutions and implementing administrative procedures and best practices while ensuring compliance with the ministry and government policies and practices. The position is also responsible for ensuring the ADM's schedule is coordinated to facilitate effective management of ADM's time.

The Executive Secretary is responsible for dealing with highly confidential and sensitive information, and for the managemen1t coordination and assignment of ministerial action requests (ARs) and divisional correspondence. Works closely with the Minister and Deputy Minister's offices in providing timely, high quality responses consistent with the department's policies and processes.

The Executive Secretary must understand the business goals and objectives of the department or division and specific programs, and have a sound knowledge of its Acts and regulations, policies and practices in the areas of policy, budgeting, purchasing, accommodations, expenditure control, personnel, and other specialized administrative support systems. The Executive Secretary provides a lead role to other administrative support staff through the provision of training on administrative policies, ARTS, guidelines for correspondence and providing assistance with the explanation and interpretation of policies.

Responsibilities and Activities

 

Scheduling Support and Coordination

The Executive Secretary is responsible for managing the ADM's schedule to ensure schedule is effectively administered and coordinated to facilitate effective management of ADM's time.

  • Coordinates all activities related to the ADM's schedule by responding to meeting requests, screening meeting requests, scheduling meetings and referring requests for meetings to senior division staff. Prepares meeting information and requests necessary meeting material information from division staff as necessary.
  • Uses judgment and knowledge of division issues, priorities, and relationships to respond to requests for meetings with ADM.
  • Schedules and organizes meetings involving senior government, department, other government, and private sector representatives and officials. Prepares necessary correspondence, materials, agendas, and minutes for the meetings.
  • Ensures ADM is fully prepared for attendance at Executive Team meetings.
  • Schedules and creates agendas for ADM's monthly Direct Reports Meetings and Senior Management Team Meetings including meeting materials and other meetings when necessary. Also prepares meeting minutes for distribution.
  • Collects and prioritizes discussion items for meetings; prepares agendas, and follows up on action items as required.
  • Makes arrangements for ADM meetings, including preparing and arranging for coffee, and setting/ cleaning up meeting rooms. Certifies that meeting materials are distributed in advance to meeting participants are accurate and received in a timely manner
  • Takes minutes for various meetings, as needed by the ADM.
  • Implements and maintains a records management and bring forward system for the ADM, while ensuring compliance to government standards.
    Prepares/coordinates travel and accommodation requirements for the ADM.
  • Prepares, reconciles, expense claims and Procurement Card transactions for payment ensuring that government policies are adhered to and submits in an accurate and timely manner.

Correspondence, Office and Division Coordination:

  • Position ensures effective correspondence and information flow from the office to Division Executive Directors.
  • Exercises judgment when interpreting department guidelines and determines methods to complete or deal with complex problems.
  • Ensures the administrative functions for the ADM's office and the division are provided with leadership and coordination.
  • Provides senior administrative assistance and support to the ADM, Manager of Strategic Issues and Division Coordination.
  • Provides divisional coordination support for division for a wide variety of activities (i.e. Division recognition activities, Health and Wellness Activities, Division Planning Day, Divisional Corporate Events).
  • Identifies administration issues with potential to impact operation of ADM's office; recommends solutions and courses of action to deal with issues; and advises ADM of general administrative operation of the division.
  • Coordinates fixed assets, accommodation, IT and other administrative requirements for the ADMO. Assists in organizing moves and ordering office furniture when necessary.
  • Maintains stationary office supplies and requirements, and ensures equipment request orders are placed.
  • Works with Information Management Staff on the implementation and the maintenance of ADMO file system.
  • Employs use of Microsoft programs including Word, Excel, PowerPoint, Visio, Adobe, Internet, Outlook, ARTS MyAgent and Exclaim to complete various assignments.

ADMO Forecast and Expenditures

  • Reviews and accurately codes invoices for approval by the Expenditure Office for the ADMO and division as required.
  • Monitors ADM office budget by maintaining an accurate monthly forecast for review by Manager of Strategic Issues and submission to Corporate Finance.
  • Assists in reviewing PCard and Expense Claims for Ministry Support Services staff, and select Executive Team members and Executive Directors as required.

Human Resource Management

  • Provides functional support on human resource requirements for ADMs office.
  • Provides divisional coordination support for division for a wide variety of Human Resource activities such as Employee Recognition and Milestones, Division recognition activities, Health and Wellness Activities,
  • Processes and maintains all confidential employee relation documents for ADM.
  • Liaison with Pay and Benefits on salary, benefits and information/clarification regarding time accounting records.
  • Maintains vacation and absence record of ADM's direct reports and prepares biweekly time summary reports for ADM's approval ensuring that Human Resource policies are adhered to.

Action Requests

  • Assists Manager of Strategic Issues in assigning ministerial correspondence through the Action Request Tracking System (ARTS) to branches, end liaises with staff and the Management Correspondence Unit {MCU) to ensure clarity in directions and responses as required.
  • Assists the Manager of Strategic Issues proofread or draft correspondence using strong writing skills while ensuring departmental standards for word usage, grammar, punctuation, and format are met and correspondence conforms to the Ministerial Style Guide.
  • Drafts or revised briefing/letters/memos and reports for ADM as requested and required.
  • Assists in ensuring proper templates are adhered in preparation of ADM's outgoing and internal correspondence.
  • Transmits messages and instructions from the ADM or Manager, Strategic Issues to Branch Directors and branch staff.
  • Provides direction to division administrative staff to ensure timely responses to inquiries and consistency of administrative processes.

Scope

 

The ADM's office is dynamic, results-oriented and responsive organization that requires the incumbent to perform at an exceptional standard. This position is required to work with little or no supervision and uses own initiative and considerable independence to prioritize workload requirements with the ADM office, and must exercise judgment to apply guidelines to unique issues. The position plans and establishes priorities ensuring deadlines and the requirements of the ADM are met. Must exercise judgment on urgent matters end probable resolution. Uses analytical thinking to effectively identify, develop, recommend and implement procedural changes while ensuring compliance with relevant ministry and government policies and practices. Position has daily dealings with division and department staff including administrative support and program staff, managers, directors, ADM, Deputy Minister's and Minister's office staff. Other stakeholders may include MLA's, municipal representatives, and other government staff (municipal, provincial, federal). The position also provides a lead role to other administrative support staff through the provision of training on administrative policies in the Division and providing assistance with the explanation of interpretation of policies. Ability to analyze issues and make decisions in a way that best meets the needs of the organization and the division.

Knowledge, Skills and Abilities

 

Position requires considerable working knowledge of governmental systems and processes; department and/or divisional policies, processes and programs, general office policies and procedures, and office software databases (Outlook, Excel, Work, Visio, PowerPoint, Adobe Acrobat, ARTS, Exclaim, MyAgent) in order to manage the day-to­day operation of the ADM office. Excellent knowledge of political sensitivities and the diverse interests of diverse stakeholders; human resources, financial policies and the legislation governing Freedom and Information and Protection of Privacy.

High School Diploma and four years progressively responsible related experience; or equivalent as described below. Or the Equivalency of directly related education or experience considered on the basis of: one year of education for one year of experience; or one year of experience for one year of education.

This position must have excellent and demonstrated:

  • Written and verbal communication skills, including ability to communicate effectively with offices of government executives and key stakeholders.
  • Strong interpersonal, consultative and change management skills, including the ability to handle sensitive and/or difficult situations and negotiate agreement and commitment to action relating to varied processes and assignments.
  • In depth understanding and expertise of the human resource function within the public service.
  • Ability to negotiate, compromise, solve problems, and maintain a current knowledge of critical issues.
  • Organizational, administrative and time management skills, to manage competing demands and priorities, adapt to changing priorities, and effectively deal with complex/contentious issues-often under severe time constraints.
  • Analytical and research skills to develop and recommend viable administrative solutions and compile and summarize information.
  • Commitment to confidentiality, diplomacy and tact.

This position must be able to:

  • Plan and coordinate multiple tasks and projects under time pressures.
  • Manage complex information flow and assignments within short time frames.
  • Proactively identify concerns, issues, and potential solutions and recommendations relating to responsibilities.
  • Initiate action independently using sound judgment.
  • Function independently as well as lead and contribute within a team environment.
  • Demonstrate initiative, sound judgment, and creativity.

Contacts

 

Position has considerable ongoing contact with:

  • Minister's office - contact as required to coordinate meetings.
  • Deputy Minister's Office and other ADM offices to coordinate meetings, to provide information as requested.
  • Offices of senior government representatives, including Communications, Human Resources, to coordinate schedules, exchange and prepare information.
  • All levels of staff throughout the department and/or division to interpret administrative policies and procedures, assign projects and requests for action, and/or exchange and clarify information.
  • Other government departments (municipal, provincial, federal) - coordination of meetings, sharing of information as required/requested.

Supervision Exercised

 

This position does not supervise staff, but provides a lead role in training, educating and mentoring staff on procedures and policies of the department, and providing assistance with the explanation and interpretation of such policies and procedures.


 

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