Administrative Assistant

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.