Administrative Assistant

Client: Government of Alberta – Jobs, Economy, Trade and Immigration
Location: 11th Floor, 10405 Jasper Avenue, Edmonton, Alberta
Work Arrangement: 100% Onsite
Working Hours: 36.25 hours per week
Schedule: Monday to Friday, 8:00 AM–4:00 PM Alberta time, excluding provincial holidays
Total Contract Hours: 899 hours
Extension: Up to 12 months
Anticipated Interview Dates: October 19–30, 2026

Job Overview

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 and operational support to Appeals Officers, Hearing Chairs, Vice Chairs, Commissioners, and external stakeholders. The role involves coordinating hearings, preparing correspondence, maintaining accurate appeal records, assisting participants during hearings, and reviewing and formatting decisions for publication.

The ideal candidate will demonstrate excellent communication, organizational, and document management skills, along with the ability to manage competing priorities and handle sensitive situations professionally.

Key Responsibilities

1. Administrative and Appeals Support

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

2. Hearing Coordination and Stakeholder Support

• Coordinate and distribute teleconference and videoconference details to hearing panels and participants.
  
• Explain procedures for attending in-person, telephone, and virtual hearings.
  
• Attend and record hearings, troubleshooting technical or procedural issues as required.
  
• Respond to participant inquiries and concerns before hearings commence.
  
• Assist hearing panels and participants with additional appeal-related documentation.
  
• Handle sensitive situations professionally, including participant distress, emergencies, or crisis situations.
  

3. Records and Status Management

• 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.
  

4. Document Review and Decision Preparation

• Format and proofread draft appeal decisions.
  
• Review policy and legislative references 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.
  

Requirements

Mandatory Qualifications

Candidates must demonstrate the following qualifications and experience in their resumes:

• Education: High school diploma or GED.
  
• Communication: Clear verbal and written communication skills and the ability to interact professionally with diverse groups.
  
• Organization: Strong organizational skills and the ability to prioritize multiple responsibilities and manage competing deadlines.
  
• Attention to detail: Ability to maintain accuracy when handling documents, records, and administrative tasks.
  
• Business and stakeholder coordination: Minimum 2 years of experience adapting to new business environments and coordinating with business and technical teams, vendors, and stakeholders.
  
• Microsoft Office: Minimum 2 years of experience using Microsoft Office Suite.
  
• Fast-paced work environment: Minimum 2 years of experience troubleshooting problems and working independently and collaboratively.
  
• Relevant experience: Minimum 2 years of experience in a role similar to this position.
  
• Client and stakeholder engagement: Minimum 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.

Preferred Qualifications

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

Work Arrangement and Other Requirements

• This is a full-time, onsite position in Edmonton, Alberta.
  
• The standard work schedule is Monday to Friday, 8:00 AM–4:00 PM Alberta time, 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.