Administrative Assistant

Requisition ID: GOAPRDJP

The Government of Alberta is seeking a detail-oriented and organized Administrative Assistant Intermediate to support the Appeals Commission an administrative tribunal responsible for the final level of appeal for workers compensation matters in Alberta.

Reporting to the Senior Appeals Assistant the successful candidate will provide administrative support to Appeals Officers Hearing Chairs Vice Chairs Commissioners and external stakeholders. The role involves coordinating appeal hearings preparing correspondence maintaining accurate records assisting hearing participants and proofreading and formatting decisions for publication.

The ideal candidate will have strong organizational communication document management and problem-solving skills with the ability to manage confidential information and work effectively in a fast-paced environment.

• Prepare and distribute correspondence to Appeals Officers and participating parties.
  
• Create and maintain document indexes for Appeal Document Packages (ADPs).
  
• Maintain accurate appeal files and supporting documentation.
  
• Inform Appeals Officers of new submissions address changes requests and other hearing-related developments.
  
• Follow up on adjournments and outstanding documentation.
  

• Coordinate and distribute teleconference and videoconference details to participants and hearing panels.
  
• Provide instructions to participants attending in-person telephone and virtual hearings.
  
• Attend and record hearings and troubleshoot technical or procedural issues.
  
• Respond to participant inquiries and concerns before hearings commence.
  
• Assist hearing panels and parties with additional appeal-related documents.
  
• Manage sensitive situations professionally including participant distress emergencies or crisis situations.
  

• Enter and update appeal statuses in the ACES system.
  
• Monitor status benchmarks and timelines for hearing decisions document packages and correspondence.
  
• Confirm appeal status with Hearing Chairs following hearings.
  
• Identify and resolve errors or omissions in status records in coordination with the IT Coordinator.
  
• Maintain accurate records to support timely processing and reporting.
  

• Format and proofread draft appeal decisions.
  
• Review references to policies and legislation for accuracy.
  
• Ensure decision documents comply with approved style guides and formatting protocols.
  
• Identify errors and communicate suggested corrections to Hearing Chairs.
  
• Process corrections to decision documents.
  
• Prepare final decisions for publication on CanLII.
  

Candidates must demonstrate the following experience in their resumes:

• Education: High school diploma or GED.
  
• Business and stakeholder coordination: At least 2 years of experience adapting to new business environments and coordinating with business and technical teams vendors and stakeholders.
  
• Microsoft Office: At least 2 years of experience using Microsoft Office Suite.
  
• Fast-paced work environment: At least 2 years of experience troubleshooting problems working independently and collaborating with teams.
  
• Relevant administrative experience: At least 2 years of experience in a role similar to this position.
  
• Client and stakeholder engagement: At least 2 years of experience gathering documenting and analyzing business information and process requirements while working with clients and stakeholders.
  

A Conflict of Interest attestation is also required.

• Post-secondary education in office administration including a degree diploma or certificate.
  
• At least 2 years of experience in information governance records management or information management.
  
• At least 2 years of experience with information management privacy and security requirements relating to Albertas Access to Information Act (ATIA) and Protection of Privacy Act (POPA).
  
• At least 2 years of experience working directly within the Government of Alberta 1GX or a comparable Canadian public-sector ERP environment.
  
• At least 2 years of experience working with workers compensation systems such as WCB.
  

• This is a full-time onsite position in Calgary Alberta.
  
• Standard hours are specified as 8:00 AM2:00 PM Alberta time Monday through Friday excluding provincial holidays.
  
• The Government of Alberta will provide computers software printers office supplies furniture and required system access.
  
• Candidates are responsible for their own parking expenses.
  
• A criminal record check must be provided upon request before the assignment begins.
  
• Successful candidates must complete mandatory training including privacy and security awareness training.