Administrative Assistant at SereneAid

Administrative Assistant

Client: Government of Alberta

Department: Education and Childcare

Location: Forestry Building, 6th Floor, 9920 – 108 Street, Edmonton, Alberta, Canada, T5K 2M4

Work Model: Onsite – 5 days per week

Contract Duration: Initial contract with a possible extension of up to 12 months

Number of Positions: 3

Job Summary

The Government of Alberta is seeking three experienced Administrative Assistants – Intermediate to support the Education and Childcare department. The successful candidates will perform administrative, clerical, client service, data entry, document processing, and credential assessment support activities.

The role involves responding to inquiries from educators, childcare operators, parents, and other stakeholders; reviewing educational credentials; maintaining accurate client records; processing certification-related documentation; and ensuring compliance with applicable legislation, policies, and procedures.

Candidates must demonstrate strong organizational, communication, customer service, document management, and data processing skills, with the ability to handle sensitive information accurately and professionally.

Key Responsibilities

1. Administrative and Clerical Support

• Provide administrative support to managers, employees, and departmental teams.

• Prepare, proofread, format, and process Word documents, correspondence, forms, certificates, and reports.

• Perform accurate data entry, scanning, filing, document verification, and electronic record management.

• Maintain organized client files and ensure documentation is complete and accurate.

• Assist clients and staff with forms, online applications, and document submissions.

2. Client Service and Communication

• Respond to phone and email inquiries from educators, childcare operators, parents, stakeholders, and members of the public.

• Provide accurate, timely, courteous, and professional information.

• Explain certification requirements, policies, procedures, assessment processes, and upgrading options.

• Manage high call volumes, respond to repetitive inquiries, assess urgency, and de-escalate challenging situations.

• Maintain detailed records of inquiries, actions taken, and follow-up requirements.

3. Credential Assessment and Certification Support

• Review Canadian and international educational credentials against Alberta Child Care Staff Certification standards.

• Examine programs of study, supporting documents, and educational qualifications.

• Make certification decisions or recommendations in accordance with applicable legislation, policies, and procedures.

• Process first-level certification appeals by confirming, revising, or escalating decisions as appropriate.

• Review and process staff qualification exemptions within assigned authority.

4. Information Systems and Records Management

• Enter, update, maintain, and verify client information in the Child Care Information System (CCIS) and Early Childhood Development System (ECDS).

• Open, update, and manage client files while ensuring data accuracy, completeness, and consistency.

• Identify data discrepancies, missing documentation, and system issues requiring follow-up.

• Maintain confidentiality and comply with information management and privacy requirements.

5. Stakeholder Coordination and Team Support

• Liaise with educational institutions, credential assessment bodies, and other jurisdictions to verify educational credentials.

• Maintain working relationships with organizations delivering the Level 1 Child Care Orientation Course.

• Collaborate with cross-functional teams to meet deadlines and maintain service standards.

• Support the training and development of new assessors and administrative staff.

• Assist with reassessments, system testing, process improvements, and the development of guides, forms, certificates, and communication materials.

Requirements

Mandatory Qualifications

• High School Diploma or GED.

• Minimum 3 years of experience proofreading and formatting Word documents in a professional work environment.

• Minimum 3 years of experience in accurate data processing and/or data entry.

• Minimum 3 years of relevant experience in an administrative, clerical, client service, or similar role.

• Strong written and verbal communication skills.

• Proficiency in Microsoft Word and document processing.

• Strong attention to detail, organizational skills, and the ability to manage multiple tasks.

• Ability to handle confidential information professionally and accurately.

Preferred Qualifications

• Post-secondary education in Office Administration or a related field, such as a degree, diploma, or certificate.

• Minimum 3 years of experience collaborating with cross-functional teams to meet critical, time-sensitive deadlines.

• Minimum 3 years of experience reviewing and analyzing document content.

• Minimum 3 years of experience working in a call center or customer service environment.

• Experience responding to inquiries by phone and email and documenting interactions in a call tracking system.

• Experience with data management systems, electronic records, document verification, or application processing.

• Experience in government administration, education, childcare, credential assessment, or a regulated environment is an asset.

Work Schedule and Location

• Working hours: Monday to Friday, 8:15 AM to 4:30 PM Alberta local time, with a one-hour lunch break.

• Weekly hours: 36.25 hours.

• Work arrangement: Fully onsite, five days per week.

• Location: Forestry Building, 9920 – 108 Street, Edmonton, Alberta.

• Background check: Criminal record check may be required before commencement.

• Training: Successful candidates must complete mandatory training, including Freedom of Information and Protection of Privacy (FOIP), security and cybersecurity, information management, and Respect in the Workplace.