New job Administration Coordinator in Saskatchewan

Administration Coordinator - ADM019004

Employment Type: Permanent Full-time

Location(s): SK-Rgna-Regina

Ministry: 536 Provincial Capital Commission

Salary Range: $21.885 - $27.426 Hourly

Grade: SGEU.05.

The Provincial Capital Commission is currently looking for a highly skilled, energetic, well organized Administration Coordinator who has innovative ideas to work in the Stewardship and Operations Division.

Reporting to the Director of Stewardship and Operations, you will be responsible for:

• Overseeing day-to-day operational and administrative tasks for the Division of Stewardship and Operations while providing administrative services to support Stewardship and Operations staff, programs, and services.
• Preparing confidential correspondence, briefing notes, decision items and other documentation for the Director of Stewardship and Operations and Managers when delegated by the Director. Work in the PCC Administrative community with the CEO's Office to respond to requests from the Deputy Minister's and Minister's Office; and ensure the CEO Office is assisted with changes in development and land management administrative policy/procedures.
• Supervising specific task related work of other government employees directly; explaining administrative guidelines to staff; and providing orientation to new staff in the Division of Stewardship and Operations regarding Records and Project Management.
• Providing assistance and guidance to Executive leadership and staff regarding development program policies and interpretations in unique situations where there are no established policies or set procedures.
• Working collaboratively with subject matter experts to respond to referrals, public/client concerns on eligibility, complaints, disagreements, following the approved referral process. You will use automated accounting software and do basic accounting, monitor budget expenditures, process contract costings and manage costing matrixes for service level agreements etc. You will ensure compliance with financial policy and procedures by reviewing, monitoring and approving Division financial transactions as needed (e.g., review credit card purchases, ensure accurate coding and appropriate approval process are followed for invoices and contracts).
• Obtaining information and preparing and monitoring program's budget and monthly forecast, tracking expenditures for budget and fiscal forecast purposes; analyzing budgetary variances to identify issues and taking and/or recommending corrective action as required.
• First contact for all staff on project records, be responsible for ensuring the records management and SharePoint of the Division are in good order and compliant with records policies. Manage the administrative tasks associated with the Division including being the Division lead for FOIP assistance and research.

You will need:

• The ability to lead initiatives, multi-task, and achieve positive results.
• Knowledge of ARMS and ORS.
• Knowledge of records management legislation and FOI/privacy regulations.
• Strong attention to detail.
• Advanced knowledge of Microsoft Suite.
• Clearly and accurately explain complex issues, policies, procedures, legislation and other information to clients and co-workers.
• Quickly and accurately record and transcribe minutes of meetings.
• Interact diplomatically to determine a solution when encountering difficult or confrontational clients
• Precisely plan, schedule and co-ordinate travel and logistics for events such as meetings, conferences and workshops according to prearranged time frames.
• Independently organize and complete multiple tasks.
• Input, edit, update, retrieve, maintain, formal and transmit data, create and generate queries, reports and documents utilizing word processing databases, spreadsheets, communications and other software packages with speed and accuracy.

Typically the successful candidate will have acquired the education through a two-year diploma in Office Administration. Equivalent may also be aquired by work experience.

We are committed to workplace diversity.

Hours of Work: A - SGEU Office 36 - one day off every two weeks

Number of Openings: 1

Closing Date: Aug 30, 2021, 12:59:00 AM