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About the Role

Imagine Leadership Consulting Inc. seeks detail-oriented Administrative Assistants to support a public-sector program focused on access to information and records management. Selected candidates will be employed on a fixed-term contract and placed on-site with a public-sector client in downtown Edmonton, Alberta. The role involves assisting a team responsible for ensuring that information requests are processed accurately and within legally mandated timelines.

Key Responsibilities

Track incoming access-to-information inquiries from an online portal and mail, maintaining accurate logs.
Draft various correspondence, including acknowledgement letters, requests for supplementary details or fees, and notices regarding request closure or routine disclosure.
Verify completeness and accuracy of requests and related correspondence, including fee payments and attachments, before forwarding to operations or applicants.
Collaborate with the coordinator to allocate requests to appropriate advisors.
Organize electronic records for each request and maintain an updated inventory of shared folders.
Initiate and monitor record searches within program areas, ensuring adherence to legislated timelines, and communicate with contacts to maintain schedule compliance.
Issue closure letters when no records are located and finalize requests with full documentation.
Support advisors in converting documents to PDF format and uploading response packages for redaction using approved software.
Manage financial procedures related to requests such as providing fee-payment links, preparing deposits for cheques, money orders, and cash, creating refund documentation for approval, and posting payments and refunds per financial policy.
Address general inquiries related to processes, legislation, and timelines, and redirect specific questions to designated staff members.
Handle office correspondence distribution, prepare applicant packages for mailing when electronic delivery is not possible, and participate in cross-training and other administrative tasks as required.

Candidate Qualifications

High school diploma or GED certification.
A minimum of two years experience collaborating within cross-functional teams under strict deadlines.
At least two years working in environments using ticket or queue management systems for task tracking.
Proficiency with Microsoft Outlook for managing emails, tasks, and calendars for over two years.

Preferred Experience

Two or more years of experience with records management.
Experience handling secure electronic document exchanges among stakeholders.
Previous work in comparable administrative roles.

Employment Conditions

Candidates must have legal authorization to work in Canada; work is performed within Canada.
This is a full-time, on-site role requiring presence five days a week during typical business hours roughly 8:15 am to 4:30 pm in downtown Edmonton.
The client will provide necessary equipment including laptop, system access, office workspace, furniture, and supplies.
A current criminal record check is mandatory prior to starting employment.
New hires must complete required training covering privacy, access to information, information management, security, and respectful workplace policies.

Employment Details

Assignment duration is approximately 12 months starting in August 2026, with potential for extension up to an additional 12 months based on client needs.
Work hours average 36.25 hours per week (7.25 hours daily).
Compensation ranges from $20 to $22 per hour plus 4% vacation pay, provided as an employee under T4 status with standard tax deductions and employer contributions.
No separate group benefits plan is included.

Application Requirements

Submit a comprehensive résumé highlighting experience in relevant roles or projects with specific dates in MMM/YYYY format, e.g., Jan/2023 to Mar/2025.
Provide three references familiar with your similar work, listing the most recent first.

Administrative Assistant

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