Administrative Assistant

Job summary

Respond to inquiries and provide client service while assessing educational credentials for child care staff certification in accordance with applicable standards and policies. Maintain accurate client records and files, perform administrative and data-entry tasks, and support stakeholders, staff training, and process improvements.

Job details

Job Description: Administrative Assistant – Intermediate Location: Edmonton, Alberta (Onsite – 5 days/week) Work Location: Edmonton, AB Duration: 200 Business Days Job Overview We are seeking an organized and detail-oriented Administrative Assistant – Intermediate to provide administrative, clerical, and client service support to the Education and Childcare team. The successful candidate will handle inquiries, process educational credentials for child care staff certification, maintain accurate records, and support daily administrative operations while ensuring compliance with applicable legislation, policies, and procedures. This role requires strong communication, document management, data entry, and customer service skills, along with the ability to manage multiple priorities in a fast-paced environment. Key Responsibilities 1. Client Service and Communication Respond to phone and email inquiries from educators, child care operators, parents, stakeholders, and the public. Provide accurate and timely information regarding certification requirements, policies, assessment processes, and upgrading options. Manage high call volumes, address repetitive inquiries, and de-escalate challenging situations professionally. 2. Credential Assessment and Certification Review Canadian and international educational credentials against Alberta Child Care Staff Certification standards. Assess programs of study and make certification decisions or recommendations in accordance with legislation and policies. Manage first-level certification appeals and process qualification exemptions within assigned authority. 3. Information Systems and Records Management Enter, update, and maintain accurate client information in CCIS and ECDS systems. Open and manage client files, verify supporting documents, and ensure records are complete and accurate. Identify data quality issues and coordinate follow-up as required. 4. Administrative and Team Support Perform data entry, document processing, scanning, correspondence, and file management. Assist clients and staff with forms, online applications, and document submissions. Support the training and development of new assessors and administrative staff. 5. Stakeholder and Program Support Liaise with educational institutions, assessment bodies, and other jurisdictions to verify credentials. Maintain relationships with organizations delivering the Level 1 Child Care Orientation Course. Assist with system testing, process improvements, and the development of guides, forms, certificates, and communication materials. 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 a similar administrative or clerical role. Ability to provide clear examples of relevant experience within the resume. Conflict of interest attestation. Nice-to-Have Qualifications Post-secondary education in office administration or a related field. Minimum 3 years of experience collaborating with cross-functional teams to meet deadlines. Minimum 3 years of experience reviewing and analyzing document content. Minimum 3 years of experience working in a call centre environment and responding to inquiries.

What you’ll do

Respond to inquiries and provide client service while assessing educational credentials for child care staff certification in accordance with applicable standards and policies. Maintain accurate client records and files, perform administrative and data-entry tasks, and support stakeholders, staff training, and process improvements.

Requirements

Required qualifications include a high school diploma or GED and at least three years of experience in professional Word document proofreading and formatting, accurate data processing or entry, and a similar administrative or clerical role. Preferred qualifications include post-secondary education in office administration or a related field, plus experience collaborating across teams, reviewing document content, and handling inquiries in a call centre.

Listed skills

• Customer service · Preferred
• Data entry · Preferred
• Attention to detail · Preferred
• Cross-Functional Collaboration · Preferred
• Process Improvement · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Customer Service
• Written And Verbal Communication
• Credential Assessment
• Document Review
• Data Entry
• Data Processing
• Records Management
• Document Management
• Microsoft Word Formatting
• Proofreading
• Call Handling
• Conflict De-escalation
• File Management
• Attention To Detail
• Cross-functional Collaboration
• Process Improvement

Job areas

• Administrative
• Education
• Customer Service & Support
• Government & Public Sector

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