One of our government clients is looking for an Administrative Assistant (FOIP, Records Mgmt., MS Office)
Length: 3 Months contract with a possibility of an extension.
Location: Edmonton, AB - Onsite Downtown
Working Hours: Standard Hours of work are 08:15-16:30 Alberta time, Monday through Friday except for provincial holiday
"The start date of this job is flexible and in order to find the best candidate the job may remain open much longer than the date mentioned on this posting... or you may be asked to start sooner than the expected start date if you are able to do so !"
Please read the job description below. If this interests you, please send a MS-Word version copy of your resume (ASAP) along with a telephone contact number: E-mail to ssingh@teamrecruiter.com
Please mention the job title above in the subject line
The recruiter in charge of this role is Sunita
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Requirements:
Role:
This job is an integral part of the pillar. Working within FOIP legislation, and in accordance with the operational and strategic plans of FOIP Operational Services, this role is responsible for performing activities associated with the functions of the FOIP Unit to assist in ensuring effective and efficient processing of requests within legislative time-lines, and other daily office administration duties.
General, Personal, Privacy, and Correction requests submitted under the Freedom of Information and Protection of Privacy (FOIP) Act to the Government of Alberta and supported Agencies, Boards, and Commissions, are coordinated to ensure activities are timely, accurate, and complete in order to streamline consistent and efficient processes for FOIP Operations by:
Description:
- Monitoring all requests received via hard copy and the FOIP System Public Portal.
- Preparing draft correspondence, including acknowledgement letters, requests for additional details, requests with no fee payment, and notification of closure or routine disclosure available for applicants.
- Ensuring and reviewing all correspondence and request information to ensure it is accurate and complete, including application fee payment and attachment enclosures, prior to forwarding to FOIP Operations or to the general public.
- Working with FOIP Coordinator, assigning requests to appropriate FOIP Advisor as per direction from the FOIP Coordinator.
Information access requests received by FOIP Operations are provided the necessary administrative support to facilitate processing of request within legislated time-lines by:
- Creating electronic files, including documentation, for all requests received.
- Working with appropriate program area agents, initiating record searches and collection based on request scope.
- Monitoring record searches and collection sent to program areas agents to ensure completed within allotted time and, when necessary, follow up with designated contacts.
- Issuing closure letter to applicant, when program area agent determines there are no records pertaining to the scope of a request. When letter is issued, closing the request and ensuring all documentation is included in electronic file.
- Assisting advisors with conversion of documents to pdf format, including uploading responsive record packages to approved software, for the purposes of redaction.
Monies received from applicant are processed in accordance with the Financial Administration Act to ensure financial transactions are timely, accurate, and complete by:
- Providing GPAS link to applicants for payment of application fee, if not received during application submission, and additional fees as determined by the advisor.
-filling out appropriate documentation and submitting to supervisor
Contribute to the office culture and environment to ensure administrative policies and procedures are adhered to in a timely, accurate, and complete manner by:
- Responding to general questions regarding the FOIP process, including information on legislation and legislative time-lines, including forwarding any specific inquiries to appropriate staff for response.
- Receiving and review all office correspondence and distribute to applicable staff.
- Sending applicant packages when not able to provide electronically.
- Accurately inventorying FOIP requests and network shared folder for records management purposes.
- Other administrative duties, including cross-training with other team members, as required.
Qualifications:
Must Haves:
High School Diploma
1 year of Experience in an Information Management environment working with records/documents
2 years of Experience using Microsoft Office Tools
Relevant post-secondary education in office administration. Acceptable education includes degrees, diplomas and certificates (in years)
1 year of Experience within a Canadian Public Sector organization.
1 year of Experience with information management concepts, privacy, and security issues relating to FOIP.
1 year of Experience working in a role that demonstrates customer service skills with clients, either in person or call Centre: Answer phone calls, responding to email enquiries, provide applicants and the public with the appropriate documents and refer callers to the appropriate areas, and forward email packages.
2 years of Relevant experience in a role like this. Experience must be applicable to this role.
3 years of Experience working directly with clients and coordinating with both external stakeholders and internal business areas to ensure communications are relayed to all parties.
3 years of Relevant experience in a role like this. Experience must be applicable to this role.
Please note that this is the most up to date version of job description available at this time - During Client Interview you will receive additional information - variance may apply!
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We thank all applicants for their interest. Only those who meet the qualifications will be contacted through telephone/email. You are encouraged to register with us in our database to be considered for future positions available.
Have a great day.
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