APEGA Career Opportunity: 

Administrative Assistant, Compliance

Full-time, Permanent
Location: Edmonton
Competition #22-30

Want to be part of a team that makes a difference? Come be part of the change.

Since 1920, APEGA has been regulating the practices of engineering and geoscience to serve the public interest in Alberta.

We are looking for energetic individuals who thrive in a dynamic, fast-paced, and challenging environment. You need to be committed to serving the community with integrity, accountability, and innovation, and have a desire to deliver exceptional service. If you reflect these values, have the knowledge, skills, and abilities to make a difference through your work, and are passionate about acting in the best interest of public safety – then come be a part of our diverse team!

Together we can help shape the present and future practices of professional engineers and geoscientists of Alberta.

Position Summary

Reporting to the Director, Enforcement, the Administrative Assistant, Compliance is responsible for providing day-to-day administrative support to the Director, Enforcement as well as administrative support for the APEGA Enforcement Review Committee and Compliance Manager and Analysts.

 The Administrative Assistant, Compliance is also responsible for the coordination of Enforcement Review Committee. This includes assisting in preparing meeting agenda and preparing meeting minutes, records management, tracking and following up on departmental work and project statuses and receiving and addressing internal and external inquires to maintain open lines of communication for the Enforcement Department.

 This position also plays a key role in facilitating key internal and external stakeholder relationships.

Responsibilities

  • Coordinating Quarterly Committee meetings, including organizing room bookings, meeting location logistics, set-up and take-down, agenda package compilation, and creation of parts as requested, and mail out, updating the Enforcement Review Committee SharePoint with all meeting materials and meeting minutes
  • Updating the RAIL and preparing the weekly agenda and minutes of the Compliance Team Meetings
  • Drafting formal documents for cases including first and second letters, managing timing of when letters are sent out
  • Communicating with stakeholders, ERC members, legal counsels, legal assistants, internal APEGA departments
  • Assisting with volunteer management and recruitment
  • Prepare stats for reporting including Council reports, Annual reports...etc.
  • Drafting templates and updating templates of formal documents, and communications
  • Maintaining and updating case files (hard and electronic copies) including follow up on outstanding action items, decision and/or documentation and record keeping, tracking and filing
  • Manage low risk cases including Permit cases, CPD cases upon direction of the Director, Enforcement and Compliance Manager
  • Working with Director and Compliance Manager to manage Compliance in-box
  • Providing assistance as requested in coordinating the Director, Enforcement's calendar, including prioritizing, organizing and scheduling appointments and meetings
  • Providing assistance as requested in coordinating the Director, Enforcement's email, and inquiries
  • Planning travel and completing expense invoices, claims and reimbursements if requested for staff and volunteers
  • Reviewing and preparing invoices from outside vendors and contracted legal counsels as per the set policy and procedures
  • Receiving, trouble-shooting and addressing Compliance related inquiries from staff, members, permit holders, stakeholders and/or the public in accordance with internal policies and procedures ensuring consistency and accuracy of responses and redirecting the inqu iry where applicable
  • Providing assistance to the Director, Enforcement in gathering information, updating statistical data documents, compiling reports and and/or documents or communicating with other departments and/or stakeholders to maintain open lines of communication
  • Meeting with the Director, Enforcement and Compliance Manager regularly to review and discuss progress of departmental initiatives and projects,
  • Actively researching and providing recommendations on administrative departmental policies, processes and procedures
  • Informing internal staff of any administrative protocol or policy changes
  • Identifying opportunities for automating workflows to improve efficiencies
  • Rectifying and following-up on issues and/or concerns raised, escalating when necessary
  • Attending inter-departmental meetings for administrative professionals within APEGA
  • Coordinating Quarterly Committee meetings, including organizing room bookings, meeting location logistics, set-up and take-down, agenda package compilation, and creation of parts as requested, and mail out, updating the Enforcement Review Committee SharePoint with all meeting materials and meeting minutes
  • Creating or removing electronic files from the ExtraNet database of Legal Counsel as requested and dealing with document management

Competencies, Skills & Attributes

  • Key Competencies: Exemplifying Integrity, Fostering Communication, Results Orientation, Service Excellence, Teamwork, Adaptability, Analytical Thinking, Attention to Detail, Initiative, Legislation & Compliance
  • Meeting management, minute taking and records management.
  • Excellent organization and prioritization skills
  • Ability to function with high degree of independence and confidentiality
  • Build and maintain effective working relationships with professionalism.
  • Demonstrated strong analytical and practical and innovative problem-solving skills, including problem solving skills.
  • Strong interpersonal skills.

Qualifications

  • Post-secondary diploma in a related field (paralegal, enforcement, regulatory etc.)
  • 2-3 years of administrative and/or paralegal experience in supporting a professional leader in program delivery and experience working with committees/boards/tribunals in a professional environment.
  • Exposure to environments that have legislative or regulatory authorities will be considered an asset.

How to Apply

Closing Date: Until successful candidate is found.

We acknowledge all candidates working in their area of expertise may build their knowledge, skills, and competencies in several ways. We welcome candidates from a breadth of backgrounds, who may have equivalent skills and competencies to the ones listed above. There may be APEGA positions posted that have specific regulatory requirements, and in keeping with those requirements, APEGA will follow the guidelines that we are bound by. All candidates are considered with the objective to enhance APEGA’s people and culture.

APEGA’s Vaccination policy and protocol is currently suspended requiring agency contractors and staff to be fully vaccinated and required to show proof of vaccination. This policy and protocol may be reinstated at any time in alignment with public health measures.

If you are interested in this position, please submit your cover letter and resume, including your salary expectations, as one pdf document (file name: LastName_FirstName.pdf) to the People Experience Team at [email protected].

Please note, each submission needs to clearly indicate the competition number of the position you are applying for. If you are submitting a resume for multiple positions, please ensure you send a separate submission for each competition.

We acknowledge all candidates working in their area of expertise may build their knowledge, skills, and competencies in several ways. We welcome candidates from a breadth of backgrounds, who may have equivalent skills and competencies to the ones listed above. There may be APEGA positions posted that have specific regulatory requirements, and in keeping with those requirements, APEGA will follow the guidelines that we are bound by. All candidates are considered with the objective to enhance APEGA's people and culture.​

Thank you for your interest in APEGA.
Only those candidates selected for interviews will be contacted.

EMAIL [email protected]