Administrative Assistant - Intermediate

Job Overview:

Requirement/Must Have:

• High School Diploma/GED.
• Demonstrated experience collaborating on cross-functional teams to meet critical, time-sensitive deadlines and communicating to diverse audiences. 2+ years.
• Experience working in an environment where the work is delivered through a ticket or email. 2+ years.
• Experience using Microsoft Outlook for email messaging, task and calendar tracking, and other relevant, efficient features. 2+ years.

Responsibilities:

• Monitor all requests received via hard copy and the ATI System Public Portal.
• Prepare draft correspondence, including acknowledgment letters, requests for additional details, requests with no fee payment, and notification of closure or routine disclosure available for applicants.
• Ensure and review all correspondence and request information to ensure it is accurate and complete, including application fee payment and attachment enclosures, prior to forwarding to ATI Operations or to the general public.
• Work with ATI Coordinator, assigning requests to appropriate ATI Advisor as per direction from the ATI Coordinator.
• Create electronic files, including documentation, for all requests received.
• Work with appropriate program area agents, initiating record searches and collection based on request scope.
• Monitor record searches and collection sent to program areas agents to ensure completed within allotted time and, when necessary, follow up with designated contacts.
• Issue closure letter to applicant, when program area agent determines there are no records pertaining to the scope of a request.
• Assist advisors with conversion of documents to pdf format, including uploading responsive record packages to approved software, for the purposes of redaction.
• Provide GPAS link to applicants for payment of application fee, if not received during application submission, and additional fees as determined by the advisor.
• Prepare for deposit any cheques, money orders, and/or cash received from applicant for application or additional fees.
• Prepare necessary documentation for refunds and provide to Expenditure Officer for approval, including following up on approval status, if necessary.
• Post all payments and refunds when received or processed.
• Respond to general questions regarding the ATI process, including information on legislation and legislative timelines, including forwarding any specific inquiries to appropriate staff for response.
• Receive and review all office correspondence and distribute to applicable staff.
• Send applicant packages when not able to provide electronically.
• Accurately inventory ATI requests and network shared folder for records management purposes.
• Perform other administrative duties, including cross-training with other team members, as required.

Nice to Have:

• Experience with records management. 2+ years.
• Experience with secure exchange of electronic documents between stakeholders. 2+ years.
• Relevant experience in a role similar to this. Experience must be applicable to this role. 2+ years.