Administrative Assistant - Intermediate

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 timelines 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 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 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.
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 Service Alberta 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 FOIP process including information on legislation and legislative timelines 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 crosstraining with other team members as required.

Additional information to suppliers

Per worker model below this is an Onsite role.
Working Hours:
e.g. Standard Hours of work are 8:15 to 4:30 with a 1 hr lunch break Alberta time Monday through Friday excluding holidays observed by the province. (max 7.25hrs per day)
will be 100% in office with the option of remote days once the incumbent has demonstrated they are successful in the position
Incumbency:
Net new role

Standard 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.

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 Oct 14th to 18th This is an estimate only.
Refer to the Job Posting attachments for the proposed form of contract applicable to this Contingent Resource Request

Equipment requirements:

In the event that the Contracted Resource is directed to work inperson the Province shall provide the requisite office space furniture and office supplies. The GoA will provide computers and software and the Province shall continue to ensure that the Contractor s resources have the necessary access and credentials to the Government of Alberta s system.

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

Scoring Methodology:
Financial/Pricing: 10%
Resource Qualifications: 30%
Interview Process: 60%

ALL REQUIRED EXPERIENCE MUST BE DESCRIBED IN RESUME UNDER THE JOB/PROJECT WHERE EXPERIENCE WAS ATTAINED.

EACH JOB/PROJECT MUST CONTAIN THE TERM OF THE JOB/PROJECT IN THE FORMAT MMM/YYYY to MMM/YYYY.

Yes/No High School Diploma/GED.

Duration Experience in an Information Management environment working with records/documents

1 years

Duration Experience using Microsoft Office Suite tools.

2 years

Yes/No Relevant postsecondary education in the area of office administration. Acceptable...

Duration Experience within a Public Sector organization.

1 years

Duration Experience with information management concepts privacy and security issues relating...

1 years

Duration Relevant experience in a role similar to this. Experience must be applicable to this...

2 years