Administrative Assistant

Description:

Position Summary

The Administrative Assistant provides administrative and operational support to the team by managing incoming and outgoing correspondence, maintaining office resources and records, processing documents, and supporting day-to-day office operations. This role helps ensure information is handled accurately, efficiently, and in accordance with established procedures.

Key Responsibilities

• Provide general administrative support to program staff and management.
• Receive, sort, distribute, and process incoming and outgoing mail and correspondence.
• Process, scan, file, and route documents to appropriate staff, teams, and mailboxes.
• Maintain accurate records and ensure documentation is filed and stored according to established procedures.
• Support document management activities, including reviewing, tracking, and preparing materials for management approval and signature.
• Assist with data entry, electronic document management, and record maintenance.
• Monitor and maintain office supplies, forms, envelopes, and other administrative resources.
• Coordinate and distribute inter-office mail and courier items.
• Respond to routine inquiries and direct requests to the appropriate area for follow-up.
• Support administrative processes related to program applications, verification activities, and client documentation.
• Ensure confidential and sensitive information is handled appropriately and securely.
• Assist with special projects and other administrative duties as assigned.

Knowledge, Skills, and Abilities

• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Strong verbal and written English communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office applications and electronic document management systems.
• Ability to work independently and collaboratively in a team environment.

Additional information to suppliers

Per worker model below this is a Hybrid position

Working Hours:

• Standard Hours of work are 8:15 to 4:30pm with a 1 hr lunch break Alberta time, Monday through Friday excluding holidays observed by the Province

Work Location:

•Available to candidates in Calgary, Edmonton

• 1240 Kensington Road NW
• Calgary, AB T2N 3P7
• The J.G. O'Donoghue (JGO) Building in Edmonton is located at:

7000 113 Street NW

Edmonton, AB T6H 5T6

• Days in the office can be up to 3-4 days a week depending on rotation

Level 2 Enhanced Security Screening. This screening includes a Criminal Record Check and a Financial Management Risk Indicator Screening (FMRIS). Background check required

• The Supplier shall, prior to commencement of the Services, provide the Province, on its request and at no cost to the Province, with criminal record checks.

Equipment requirements:

• The Province shall provide the resource the use of a Laptop and ensure they have the necessary access and credentials to the Government of Alberta’s system. When the resource is working from the office the province will ensure Office Space, Furniture and Office Supplies.

The fixed rate quoted must be inclusive of all overhead, office space and equipment, including supplies, administrative burden, mark-up, and all other costs to perform the Services for the duration of the Contract.

Mandatory Training Courses:

• Once hired the resource will be required to complete all mandatory training which includes but not limited to Freedom of Information and Protection of Privacy Act, Security/Cybersecurity, Information Management, and Respect in the Workplace. There may also be other mandatory and/or optional training.

Anticipated Interviews dates

• Interviews are estimated to start on August 17, 2026 This is an estimate only.

Incumbency:

• Net new role

Scoring Methodology:

Financial/Pricing: 10%

Resource Qualifications: 40%

Interview Process: 50%

SUBMISSION MUST INCLUDE:

• RESUME
• TO PROCEED TO THE NEXT STAGE, YOUR RESUME MUST CLEARLY DESCRIBE ALL REQUIRED EXPERIENCE WITHIN THE CONTEXT OF THE SPECIFIC JOB OR PROJECT WHERE IT WAS GAINED. SIMPLY COPYING THE QUALIFICATION WITHOUT THIS EXPLANATION WILL NOT BE SUFFICIENT.
• EACH JOB/PROJECT MUST CONTAIN THE TERM OF THE JOB/PROJECT IN THE FORMAT MMM/YYYY to MMM/YYYY.
• THREE REFERENCES, FOR WHOM SIMILAR WORK HAS BEEN PERFORMED, MUST BE PROVIDED. THE MOST RECENT REFERENCE SHOULD BE LISTED FIRST. REFERENCE CHECKS MAY OR MAY NOT BE COMPLETED TO ASSIST WITH SCORING THE PROPOSED RESOURCE.

Enable Skills-Based Hiring

No

Qualification

Assessment

Qualifications

The Prospective Contingent Resource's relevant qualifications are to be detailed within the attached resume in order to validate the relevancy/duration of all claimed experience.

Qualification

Description

Expected

Current

Must Have

Attestation

Yes/No - Attestation - Conflict of Interest

The Supplier certifies that, following the exercise of reasonable due diligence, it is not aware of any actual, potential, or perceived conflict of interest involving the Supplier or any of its employees, subcontractors, or agents in relation to this job posting or any resulting contract. The Supplier undertakes to immediately disclose to the Province any such conflict of interest that arises or becomes known prior to contract award. The Supplier further certifies that all information provided, whether on its own behalf or on behalf of a candidate, is true, accurate, and complete to the best of its knowledge.

Yes

Yes

No

Education

Yes/No - High School Diploma/GED.

High School Diploma/GED.

Yes

Yes

No

Work Experience

Duration - Experience in Customer Service and/or Retail sales experience.

Experience in Customer Service and/or Retail sales experience.

1 years

years

Duration - Experience working in a fast-paced role, to...

Experience working in a fast-paced role, to problem solve/troubleshoot, while working independently and in a team environments.

1 years

years

Duration- Experience working in a role that required strong analytical skills with...

Experience working in a role that required strong analytical skills with high attention to detail and accuracy.

1 years

years

Duration- Hands on experience working in a complex environment requiring prioritization of ...

Hands on experience working in a complex environment requiring prioritization of tasks and deliverables.

1 years

years

Nice to Have

Work Experience

Duration - Experience in an Information Management environment working, including...

Experience in records and document management, with a strong understanding of the records life cycle for both physical and electronic formats within information systems

1 years

years

Duration - Experience in the Government of Alberta environment or an environment of...

Experience in the Government of Alberta environment or an environment of equivalent size and complexity.

1 years

years

Duration - Experience with projects spanning multiple technical environments.

Experience with projects spanning multiple technical environments.

1 years

years

Experience - Experience in administrative related tasks

Experience - Experience in administrative related tasks

1 years

years