Administrative Coordinator

Role Responsibilities

Administrative Coordinators are the true foundation that hold up an organization. They need to be quick-thinking, positive, and two steps ahead of those they support. The Utilities Consumer Advocate (UCA) branch of the Ministry of Affordability & Utilities is seeking two (2) such individuals to support the Regulatory Affairs Unit (1 position) as well as the overall Utilities Branch (1 position) in reaching their goals and these opportunities could be perfect for you! 

Regulatory Administrative Coordinator

Reporting to the Director, Regulatory Affairs (RA), the Regulatory Administration Coordinator is responsible for the administrative coordination of the RA section. The coordinator is directly involved in:
 

• Preparation and maintenance of accurate RA information, management resources and the provision of administrative support to facilitate the efforts of the RA staff. 
• Regular interaction with the Advocate, RA, and other Utilities Consumer Advocate (UCA) personnel, legal counsel and consultants, other branches within Affordability and Utilities and the Alberta Utilities Commission (AUC). 
• Effective execution of Coordinator responsibilities allowing the RA director, managers and analysts perform their duties to maximum efficiency and effectiveness.
• Confidentiality administration and access control of the AUC electronic filing system.
• Coordination of business process creation and updates as required, commissioner of oaths appointments, Regulatory Affairs (RA) Weekly Report (edits, preliminary reviews, finalization, circulation), monthly Regulatory Intervention Updates and Decision Summaries, Action Request system (ARTS) requests etc. 
• Accurate and timely preparation of reports and documentation required for all RA meetings, as well as act as back up for the Contract Coordinator and the Branch Administrative Coordinator positions.

Branch Administrative Coordinator

Reporting to the Executive Director, the incumbent is responsible for all daily support services to the Executive Director of UCA, liaising with the Assistant Deputy Minister's office.  This role involves:
 

• Compilation of Ministerial briefing materials for meetings and attending as necessary.
• Management of the flow of information to and from the work units as well as preparation and editing of ministerial action requests and briefings through our internal Action Request system (ARTS).
• Research and coordination of travel and meeting arrangements; and supporting the Executive Director with calendar management, emails, and correspondence.
• Operation, tracking and reconciliation of operational budget for the Branch and acting as contact for HR and accommodations. 

Success in this position lies in the incumbent’s ability to function independently, take initiative, work under pressure, and meet tight deadlines. Above average communication, time management, and the ability to develop effective working relationships are skills that will be essential in fulfilling this multifaceted role. Good working knowledge of office administrative systems and procedures as well as financial policies and procedures will also facilitate success in this role.

Please click on this link to view the job descriptions for both positions.

APS Competencis

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies:
https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.
 

• Build Collaborative Environments: Work openly and honestly with colleagues, sharing and listening to diverse opinions.
• Drive for Results: Set and prioritize goals, seek advice for improvement, and operate within the Alberta Public Service value system.
• Develop Networks: Maintain collegial internal relationships and understand external networks, ensuring integrity and respect in all interactions.
• Creative Problem Solving: Identify and define problems, apply critical thinking, and explore innovative solutions that align with Alberta Public Service values and objectives.

Qualifications

High school diploma and three (3) years of related experience in office administration, office management, or systems support/coordination.
 
Equivalencies will be considered based on one year of education for one year of experience, or one year of experience for one year of education.

The following are considered assets to the position:
 

• Experience with Government of Alberta processes and/or applications (i.e., FOIP, 1GX, ARTS, BERNIE) or comparable business process management systems. Experience with Success Factors, SAP, or other collaborative cloud-based systems would be considered comparable.
• Direct experience supporting executive management level positions.
• Experience with budgeting, forecasting, and expenditure monitoring/processing.
• Proficient in using a variety of office software such as MS Office (expert Word and PowerPoint, advanced Outlook, and intermediate Excel) as well as advanced SharePoint and intermediate Visio.
• Experience working in the energy or utilities industry or with industry stakeholders.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification. 
Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Notes

Hours of Work:

• 36.25 hours per week (full time)

Location:

• Century Park Place, 855 8th Avenue SW, Calgary, AB

Term of Employment:

• This competition will be used to fill two (2) permanent full-time positions 

All applications must include a cover letter.

In your resume, please include dates (including months and years) associated with all education and work experience. As well, please indicate whether your work experience is casual, part-time, or full-time. For example, January 15, 2006 - June 25, 2009: Assistant (PT three 8 hrs. shifts/week).

Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in. 

Links and information on what the GoA have to offer to prospective employees:
 

• Working for the Alberta Public Service - https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx.
• Public Service Pension Plan (PSPP) - https://www.pspp.ca.
• Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits.
• Professional learning and development - https://www.alberta.ca/professional-development-support-directive.
• Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca.
• Positive workplace culture and work-life balance.
• Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreement.
• Leadership and mentorship programs.