Administrative Support with Financials

Role Responsibilities

The Ministry of Children and Family Services is seeking a detail-oriented administrative professional to support regional Child Intervention programs. This role combines financial administration, records and information management, reception, and general office support in a fast-paced environment serving children, families, practitioners, vendors, and community partners.

The ideal candidate will demonstrate strong communication, interpersonal, organizational, and time-management skills; excellent attention to detail, keyboarding, and data-entry abilities; sound judgment, confidentiality, cultural awareness, and professionalism; the ability to work independently and collaboratively; knowledge of administrative, financial, privacy, and records-management procedures; and the ability to learn and navigate multiple information-management systems.

Key responsibilities include:

• Processing accounts payable transactions, including invoices, vouchers, and caregiver claims accurately and within required timelines.
• Maintaining vendor information, responding to inquiries, monitoring expenditures, and ensuring compliance with government financial policies.
• Entering and maintaining confidential case, financial, and administrative information across multiple government systems.
• Managing electronic and paper records, including file creation, transfers, scanning, indexing, quality assurance, record retrieval, disclosure, and FOIP requests.
• Providing professional in-person and telephone reception services and directing inquiries appropriately.
• Preparing correspondence, supporting meetings, processing mail and courier shipments, and assisting with office equipment and vehicle administration and maintenance.
• Collaborating with Child Intervention Practitioners and administrative teams while managing competing priorities and deadlines

The Job Description is provided for Further details on this position.

APS Competencies

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 that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

• Agility to prioritize multiple tasks and projects, while also being able to accommodate other priorities as they arise and maintain resilience in times of uncertainty and effectively work in a changing environment.
  
  
• Drive for Results using your exceptional organizational and prioritization skills to assist you in meeting deadlines while producing quality work that will lead to your success.
  
  
• Build Collaborative Environments by effectively helping and following through inquiries, requests, and concerns from colleagues, clients and stakeholders, as well as demonstrating the ability to remain courteous and professional in stressful situations

Qualifications

• High school Diploma and a minimum of two years of related administrative experience.
• A valid Class 5 Driver’s License required.

Equivalencies will be considered based on one year of experience for one year of education, or one year of education for one year of experience.

Knowledge and Skills:

• Proficiency in Microsoft Word and Excel, including creating, editing, formatting, and proofreading professional documents and correspondence, entering and maintaining data, using spreadsheets to track and reconcile financial information.
• Experience using applications such as, CICIO, CYFS, CMAS, CYIM, 1GX, InfoMart, and Bernie considered an asset.
• Working knowledge of the programs and services delivered by Children and Family Services.
• Experience supporting and providing services to vulnerable populations considered an asset.
• Strong organizational, time management, and interpersonal skills.
• Strong communication skills both verbally and written.
• Demonstrates a high level of accuracy and attention to detail when managing data entry, financial transactions, and correspondence through Microsoft Outlook and other office applications.
• Ability to manage multiple tasks with competing priorities.
• Education relating to business administration, office administration, or related field considered an asset. 

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification.

Notes

This is a full-time temporary position for a term up to12-months with the possibility of extension.

Work hours are 8:15 am - 4:30 pm (36.25 hours per week), Monday to Friday, at the Ron Dales Building, Westlock, AB.

Selected candidates for this Administrative Support 4 role will be required to participate in an initial qualification interview. Candidates who are further shortlisted from this stage will be required to complete a secondary placement interview.

Candidates who qualify will be placed into the Administrative Support 3 and 4 Talent Pool and can be considered for future Administrative Support 3 or 4 opportunities.

Final candidates will be required to undergo a criminal records check, (CRC), with a Vulnerable Sector and Intervention Records check.

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 we have to offer:

• Working for the Alberta Public Service.
• Public Service Pension Plan (PSPP)  
• Alberta Public Service Benefit Information.
• Professional learning and development.
• Research Alberta Public Service Careers tool.
• Positive workplace culture and work-life balance.