Intermediate Administrative Assistant

Job Title: Intermediate Administrative Assistant
Job ID: 89086
Location: Edmonton, Alberta


What you will be doing:
Personal requests submitted are coordinated to ensure activities are timely, accurate, and complete in order to streamline consistent and efficient processes for Operations by:

• Monitoring all requests received via hard copy and the  System Public Portal.

• Preparing draft correspondence, including acknowledgment 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 Operations or to the general public.

• Working with Coordinator, assigning requests to appropriate Advisor as per direction from the  Coordinator.

Information access requests received by Operations are provided the necessary administrative support to facilitate processing of request within legislated timelines 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 alloted 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 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.

• Preparing for deposit any cheques, money orders, and/or cash received from applicant for application or additional fees.

• When directed by advisor, preparing necessary documentation for refunds and providing to Expenditure Officer for approval, including following up on approval status, if necessary. Once approval provided, forwarding to Finance for processing.

• Posting all payments and refunds when received or processed.

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 organization's 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 requests and network shared folder for records management purposes.

• Other administrative duties, including cross-training with other team members, as required.

Thank you for your interest in this opportunity. If you are selected to move forward in the process, we will contact you directly. If you do not hear from us, we encourage you to continue visiting our website for other roles that may be a good fit.


For more information about TEEMA and to consider other career opportunities, please visit our website at www.teemagroup.com