Position Profile


Job Title:  Administrative Support

Work Unit:  Operations / Peace Region / Business Support

Ministry:   Alberta Environment and Parks

Competition Number:  1043166

Date:  June 2017
 

Purpose

 

Reporting to the Administrative/Finance Team Lead, this position provides the reception function and administrative support primarily for (but not limited to) the Forestry Division and the Administrative and Finance support team in Grande Prairie. Major areas of responsibilities include reception, switchboard, client service, ordering stationary and supplies and mail distribution. Data entry into the FIRES program modules including manpower, prevention, training and IMAGIS training entry. Backup proxy for expense claims for seasonal staff. Responsible for Records Management for Forestry Division and assisting with finance/administrative filing. This position may be required to provide further support to other areas as directed.

Responsibilities and Activities

  1.

Reception:

  • Responsible for the front office reception duties that includes answering routine inquiries from the public in person or over the phone in regard to the forest protection program.
  • Responsible for counter sales of permits and receiving revenue from clients.
  • Directs routine and non-routine calls and inquiries to appropriate staff which may be at any of the Smoky Area offices, Land, Forestry (Forest Management) Fish and Wildlife Enforcement, Fisheries and Wildlife.
  • Responsible for sorting and distributing all incoming fax transmissions.
  • Prepares all outgoing courier and regular mail, opens and distributes all incoming mail.
     
  2.

Office Administration:

  • Orders and maintains stationery and form supply for the office, wildfire camps and mountain pine beetle camps. Verifies receipt of goods and maintains a record of items ordered.
  • Maintains records of Accountable documents (forms).
  • Orders and maintains records of all uniforms for Forest Protection staff in the Grande Prairie office.
  • Acts as the custodian for the petty cash fund, ensuring that the fund is always balanced and records are kept in accordance with policy.
  • Receives revenue, maintains float for fund holder, creates deposit and prepares M9 report for officer in charge.
  • Responsible for running EPS - telephone and utility reports for Forestry (Wildfire Area).
  • Responsible for running EPS - JPL reports and matching receipts for Forestry (Wildfire Area).
     
  3.

Prevention Enforcement:

  • Enters all required data into the various modules of the Prevention module in FIRES.
  • Responsible to enter information in the Education module (school talks, local presentations, advertising on radio and newspaper, prevention messages done by the Guardians).
  • Entry of incidents as well as the completion of the incidents in the Enforcement module and also entering prevention plans and agreements in the Engineering module offices.
  • Also responsible for transcribing legal statements for the fire investigator in the SWMA. Ensures data entry is accurate and files are maintained.
     
  4.

Records Management:

  • Maintains administrative files for Smoky Area which includes salary, wage, uniform, OH&S, financial and general administrative, all fire and facility files.
  • Responsible for daily maintenance, changes as required within framework, dead filing and inventories for destruction within policy.
     
  5.

Manpower:

  • Enters permanent manpower hours into the FIRES program, runs reports and verifies entry.
  • Enters training records into FIRES Program.
  • Responsible for entry of certification information into FIRES program.
  • Responsible for Wage and Salary reports and validation of data.
  • Acts as a back-up or alternate for wage payroll time sheet entry, review and furtherance for processing.
  • Acts as a back-up or alternate for wage and EFF/contract manpower hours into the FIRES program.
  • Acts as a back-up or alternate proxy for expense claims (wage staff).
  • Acts as a back-up or alternate for IMAGIS Training entry.

Scope

 

Position provides a variety of administrative service for the Forestry program and Finance/Administrative team. Work is performed with considerable independence within well established guidelines and procedures.

Knowledge, Skills and Abilities

  Position requires good organizational skills and must be able to work in a team environment. Requires a working knowledge of office and administrative support including Microsoft Office Suite programs, FIRES, BPS and other departmental programs. The position requires good communication skills and an ability to interact with others. Knowledge of office equipment, records management and an ability to handle a busy telephone switchboard.

Contacts

  Has considerable contact with phone and walk-in client and area staff. Interaction is typically courteous and friendly.

Supervision Exercised

  N/A

 

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