GOAPRDJP00000557 - Administrative Assistant - Junior

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Job Title: GOAPRDJP00000557 - Administrative Assistant - Junior
Client: Government of Alberta
Work Location: Fourth Floor, 10405 Jasper Avenue, Edmonton, Alberta, CAN, T5J 3N4, Onsite
Estimated Start Date: 01/04/2025
Estimated End Date: 30/06/2025
#Business Days: 63.00  
Estimated Hours per Day: 7.25
Maximum Duration of Extension: 12 Months
Note:
Per worker model below this is an Onsite role.
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Description
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:

• 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.