Position Profile


Job Title:  ARTS Coordinator

Work Unit:  Municipal Assessment and Grants Division, Strategic Planning and Program Integration

Ministry:   Alberta Municipal Affairs

Competition Number:  1042659

Date:  June 2017
 

Purpose

 

The Municipal Assessment and Grants (MAG) Division administers the Municipal Sustainability Initiative (MSI) and other grant programs for Alberta municipalities, oversees the property assessment system that is applied by Alberta municipalities, and annually calculates each municipality's share of the provincial education property tax. The division consists of the Grants and Education Property Tax Branch, the Assessment Services Branch, and the Strategic Planning and Program Integration (SPPI) Branch.

Reporting to the ARTS Lead for the division, the ARTS Coordinator is responsible for essential functions related to the review, coordination and assurance of quality in the Action Request (AR) packages prepared by the division. The ARTS Coordinator organizes priority items to meet firm deadlines; makes sure that ARs flow smoothly through the various phases of preparation, completion and approval; maintains expertise and shares knowledge in the effective use of the Action Request Tracking System (ARTS); and conducts the final quality control review of AR response documents, including correspondence, briefing notes, reports, memoranda, Ministerial Orders and Minister's reports.

This position focuses particularly on the flow of ARs to and from the Assistant Deputy Minister (ADM), and ensures that the ADM receives direct and seamless support in the coordination and handling of ARs requiring ADM review and approval.

The ARTS Coordinator requires specialized knowledge of ARTS and AR related processes and a good knowledge of the roles and responsibilities of the work units within the division. The position works independently and within a team setting, and must adhere to tight timelines and high standards of accuracy and formatting for ministry correspondence to Albertans, municipalities, industry and other stakeholders - and for documents prepared for senior ministry and other government officials.

In performing these roles, this position helps to ensure the ministry is communicating effectively with Albertans. The ARTS Coordinator liaises regularly with management, professional and administrative support staff in the division, and with ARTS contacts in the Executive Correspondence Unit (ECU), Deputy Minister's Office, Corporate Strategic Services, (Legislative Services), Communications, and other divisions across the ministry.

Responsibilities and Activities

  1.

Managing and Assigning Incoming ARs - Incoming ARs are assigned on a timely basis to the appropriate unit (or units) in the division and, where required, to other areas of the ministry for input in order to ensure a complete response to the action request.

This outcome is achieved by:

  • Reviewing correspondence coming into the division via the ARTS system, including any related transmittal correspondence from the ECU and other government offices, and assigning the AR appropriately. This will involve:
    • Identifying the appropriate unit with in the division to respond to the AR;
    • Ensuring the AR is assigned to the appropriate unit, and that clear directions and timelines are provided to the unit;
    • If the AR requires input from more than one unit in the division - and/or more than one division of the ministry:
      • Identifying the appropriate unit within the division to take the lead in responding to the AR, and the other units or division from which to obtain input; and
      • Ensuring that the AR is assigned appropriately, and that clear directions and timelines are provided to the lead unit and all inputting entities.
  • Consulting if necessary with appropriate parties in the assigning of ARs. This may involve:
    • Consulting with Operational Support Supervisor and/or branch Directors or Managers in identifying the area(s) to which and AR should be assigned;
    • Identifying ARs which may require input from other ministries, and working with the ECU and lead unit to ensure the input is obtained and provided for the AR lead writer;
    • Consulting as required with the ECU or DM's Office to sort out difficulties in assigning ARs; and
    • Where appropriate, providing the AR to another area for information only (rather than response or input).
  • Managing the electronic routing and hard copy processes, including:
    • Printing the AR cover sheet (modifying the due dates as required) and all incoming correspondence, transmittal emails, background, special instructions, etc. from ARTS;
    • Routing the AR to the appropriate area(s}; and
    • Photocopying the AR hard copy package for the draft file (sorted by date due), and providing the original paper copy to the appropriate unit administrative assistant.
  • Generating divisional or branch ARS on ARTS, as requested by divisional staff.
     
  2.

Managing and Reviewing ARs Response Packages - The division's AR response documents are prepared within required timelines, adhere to ministry standards for formatting and quality, and receive the necessary review and approval.

This outcome is achieved by:

  • On a daily basis, conversing with management and staff to provide reminders of due dates and times.
  • Reviewing AR response documents (using the AR reference manual as a guide) to ensure that:
    • Appropriate format and templates are used;
    • Draft documents have been spell checked and appropriate grammar is used;
    • Proper envelopes and labels are included;
    • Necessary reference documents are attached;
    • The correct versions of the draft documents are in ARTS;
    • The AR has the necessary approvals prior to going to the Executive Director or Assistant Deputy Minister for review; and
    • The Executive Director or Assistant Deputy Minister is advised of sensitive issues.
  • As required, carrying out this review for programs where a large volume of ARs are generated and processed on a periodic basis (for example, the Municipal Sustainability Initiative grant program, and amendment or extension requests for various grant programs, etc.)
  • Ensuring that changes made by the Executive Director or Assistant Deputy Minister are incorporated into the response documents and, if necessary, returning the AR package to the unit for revision to address comments of the Executive Director or Assistant Deputy Minister.
  • Following ADM approval, using ARTS to route/return the AR to the ECU (or, where appropriate, to the DM's Office or ARTS desk in another division of the ministry).
  • Conveying staff requests to the ECU for necessary adjustments to AR timelines.
  • Working with the ECU, ADM's Office and Executive Directors' Offices to ensure all changes made to ARs are reviewed and approved by the individual units.
  • Photocopying completed AR packages and ensuring they are filed appropriately.
  • Identifying issues or challenges related to the AR review process, consulting with the appropriate parties, and proposing options to resolve them.
     
  3.

Maintaining Efficiency and Effectiveness in the AR Process - The division's AR process functions well on a day-to-day basis, process issues are identified and addressed, and the ARTS team works in a positive and productive manner with staff involved in the preparation and handling of AR responses. Each ARTS team member is knowledgeable of all roles and functions of the ARTS desk, and is able to cover-off for others so that ARTS services are provided to the division on an uninterrupted basis.

The ARTS Coordinator contributes to the achievement of this outcome by:

  • Working closely with divisional staff at all levels (managers, professional, administrative support) to:
    • Respond to inquiries from staff on how to use ARTS, how to prepare AR response documents, the status of assigned ARs, and other AR-related matters;
    • Continuously seeks out new ways to improve the efficiency of the AR process for the division;
    • If requested, provide training, coaching or advice to unit staff;
    • Keep staff up to date on any changes in preferred writing style changes and processes;
    • Keep track of any ARs that will require follow-up, and communicate with staff as necessary in regard to outstanding follow items; and
    • Ensure new employees are set up on ARTS as required.
  • Working closely with the Operational Support Supervisor and other ARTS Coordinator in the division to:
    • Maintain a listing of all Orders in Council processed by the two branches;
    • Engage in cross-training activity to ensure the ARTS team is able to provide ARTS services on an ongoing and effective basis if one or more staff are absent; and
    • Identify any issues and provide recommendations on how to deal with them effectively.
  • Providing support to the ARTS team, Operational Support Supervisor, and ADM's Office by:
    • As assigned, producing monthly reports on volumes, by branch/unit, of ARs processed in order to provide an overview of staff workload associated with ARs, including ARs generated for email correspondence systems (LGS mail, AB Comments, AB Connects).
  • Maintaining an in-depth knowledge of any changes to ARTS and the AR process and, upon request, participating in meetings of ministry ARTS contacts.
     
  4.

Maintaining an Efficient and Effective AR Filing Process: Draft and competed ARs are filed in accordance with divisional and ministry records-management processes. Each ARTS Coordinator is proficient in AR filing processes and able to perform this role as assigned.

This outcome is achieved by:

  • Keeping a draft copy of all outgoing ARs.
  • Ensuring that all ARs completed by the division are recorded in an Access database to allow for accurate reporting of AR volumes and tracking of ARs for filing.
  • Tracking signed response documents and providing writers with copies of their drafts and the finalized documents.
  • Once an original AR has been returned for filing, working directly with the unit administrative support and the Operation Support Supervisor to ensure all documentation has correct file numbers.
  • Providing file numbers for some Actions Requests using the Versatile records management system.
  • Reviewing returned ARs and ensuring that all documentation Is complete and signed by the appropriate official (i.e. Minister has signed memo/letter etc. and package contains all relevant back-up documentation).
  • Inputting file numbers into the ARTS and Access systems and sending to file in the Access system.
  • Photocopying all ARs, ensuring the required copies are provided for the file room.
     
  5.

Providing Support to the Assistant Deputy Minister and Executive Directors: The ADM and EDs receive direct and seamless support in the coordination and handling of ARs requiring their review and approval.

This position focuses particularly on the flow of ARs to and from the ADM and EDs, and achieves this outcome by:

  • Reviewing AR response packages that have been prepared for the approval (using the AR reference manual as a guide) as outlined in sections 2 of this document.
  • Providing the AR package for approval according to office protocols.
  • Taking appropriate steps to incorporate changes made, to return the AR package to the unit for revisions or further processing, or to move the AR package forward.
  • Responding to requests of the ADM or EDs for the generation of new ARs (in consultation with the Operational Support Supervisor).
  • Responding to other AR-related inquiries or requests.
     
  6.

Cover-off and Other Support to the Division - Assistance and cover-off support is provided for other central services and other positions within the division.

This outcome is achieved by:

  • Providing cover-off to unit administrative support staff for AR-related tasks.
  • Upon request, sending mass emails and following up on undeliverable messages.
  • Preparing batch mail-out packages as required.
  • Providing cover-off to the ADM's Executive Secretary for the ADM's calendar, the boardroom calendar, and the preparations for ADM meetings ( in particular DM/ADM one-on-one meetings and ADM management Committee meetings).
  • Providing other support as requested.

Scope

 

The quality, accuracy and timeliness of correspondence directly impacts on the Minister and ministry as a whole. By facilitating the effective and efficient flow of ARs through divisional writing, editing and approval processes, the ARTS Coordinator contributes to the success of the Minister's communication with Albertans, key stakeholders, and provincial/federal leaders.

This position functions with a great deal of independence, and must exercise a large degree of judgement when assigning and reviewing ARs, requesting information, providing advice, and responding to inquiries. Divisional staff will look to this individual for guidance and assistance on matters related to AR preparation, routing and approval processes. The ARTS Coordinator is able to work collaboratively with staff to process high AR volumes within strict timelines, and this plays a key role in the efficient operation of the division.

The ability of the ARTS Coordinator to develop positive working relationship with directors, managers and administrative support staff at all levels of the division is essential to the smooth functions of the ARTS process. The ARTS Coordinator must also develop good rapport and interact well with ARTS staff in all divisions of the ministry to facilitate the flow of ARs that require the involvement of multiple areas.

The ARTS system is complex in nature, and the ARTS Coordinator must have specialized knowledge of all aspects of the system in order to use it correctly and effectively, and provide guidance to others who use the system as various stages of the AR process.

Knowledge, Skills and Abilities

 

The ARTS Coordinator requires:

  • Excellent verbal and written communications skills.
  • Excellent interpersonal skills.
  • Familiarity with and the ability to apply ministerial writing styles and processes.
  • Expert knowledge of the ARTS application and ARTS best practices.
  • Excellent skills in Microsoft Word.
  • Good skills in Microsoft Outlook.
  • Working knowledge of Microsoft Excel.
  • Good skills in data entry in Access.
  • Familiarity with government-wide and departmental records-management processes, and proficient use of Versatile.
  • Ability to handle ongoing time pressures.
  • Familiarity with and good working knowledge of scanners, Adobe Acrobat and the Internet.
  • Effective organizational skills and the ability to prioritize and adapt to changing priorities.
  • Ability to build and maintain collaborative working relationships.
  • Ability to consult with stakeholders in the ARTS and AR processes, both internally and externally to the division.
  • Excellent time-management skills, with emphasis on prioritizing high volume workloads within short response time frames.
  • Excellent attention to detail and accuracy.
  • Strong problem-solving skills.
  • Strong negotiation and conflict resolution skills.
  • Analytical skills and use of good judgement.
  • Professionalism.
  • Some post-secondary education with an emphasis on administrative courses.

Contacts

 
  • Direct report to the Operational Support Supervisor for the division.
  • Liaison with the Executive Correspondence Unit, DM's Office, ADM's Office, Executive Directors' Offices, Communications, branch/unit managers and staff, and ministry-wide ARTS contacts to ensure accurate and timely completion of action requests.
  • Liaison with Corporate Strategic Services (Information Management, Administrative and Legislative Services) for the smooth flow of action requests of a legislative nature.
  • Daily interaction with divisional staff at all levels to respond to inquiries, provide advice as needed, and follow-up on the status of ARs responses.

Supervision Exercised

  N/A

 

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