Administrative Assistant - Calgary, AB (Onsite)

Title: Administrative Assistant

Location: Calgary, AB Onsite

Duration: 6 Months + Extension

Position Overvie:

• Commission is seeking a temporary Appeals Assistant (AA) to provide administrative, operational, and front-line support throughout the appeals hearing process.

• The Appeals Commission is an administrative tribunal established under the Workers' Compensation Act and serves as the final level of appeal for workers' compensation matters in Alberta.

• Reporting to the Senior Appeals Assistant, the Appeals Assistant serves as the primary point of contact on the day of an appeal hearing. The successful candidate will provide professional assistance to external parties and support internal stakeholders, including Appeals Officers, Hearing Chairs, Vice Chairs, and Commissioners.

• The role is responsible for pre-hearing administration, hearing coordination and support, hearing recording, document management, appeal-file updates, proofreading, formatting, and distribution of final appeal decisions.

Key Responsibilities:

1. Appeals Officer Support

• Prepare and distribute correspondence from Appeals Officers to participating parties.

• Create and maintain the Document Index for Appeal Documents Packages (ADPs).

• Inform assigned Appeals Officers of new submissions or circumstances arising before or during hearings.

• Follow up on hearing-related changes, including adjournments, travel requests, address changes, and additional documentation.

• Ensure appeal documentation is accurate, complete, and properly maintained.

1. Hearing Coordination & Client Support

• Identify and notify hearing panels of pre-hearing issues or irregularities that may affect the hearing.

• Coordinate teleconference and video-conference arrangements for parties and hearing panels.

  Provide instructions and technical guidance to parties participating in:

• In-person hearings

• Teleconference hearings

• Video-conference hearings

• Attend and record hearings.

• Troubleshoot and resolve technical or process-related issues during hearings.

• Respond to inquiries and concerns from parties before hearings commence.

• Provide professional support to clients and parties, including handling situations involving distress, emergencies, or crisis circumstances.

• Assist Hearing Chairs and panels with additional appeal-related documentation as required.

1. Appeal Status & System Administration:

• Enter and maintain appeal statuses in ACES for completed work relating to Hearing Chair decisions, Appeal Documents Packages, and Appeals Officer correspondence.

• Ensure ACES status benchmarks accurately reflect required timelines.

• Confirm appeal status with the Hearing Chair following completion of hearings.

• Identify and resolve status errors or omissions in coordination with the IT Coordinator.

• Maintain accurate records to support reporting and service-level requirements.

1. Decision Preparation, Editing & Distribution:

• Format and proofread Hearing Chair decision documents.

• Review references to legislation, policies, and other supporting information for accuracy.

• Provide plain-language and editorial feedback to Hearing Chairs.

• Ensure decisions comply with the Appeals Commission's approved style guide and decision-format protocols.

• Process corrections and errors identified in draft decisions.

• Communicate with Hearing Chairs regarding recommended corrections or apparent errors.

• Prepare final decisions for publication and distribution.

• Ensure final decision documents are publication-ready for uploading to CanLII

Mandatory Qualifications:

Candidates must have:

• High School Diploma or GED.

• At least 2 years of experience adapting to new business environments and working with business and technical teams.

• At least 2 years of experience using Microsoft Office Suite.

• At least 2 years of experience working in a fast-paced environment.

• At least 2 years of relevant experience in a role similar to Appeals Assistant / administrative support.

• At least 2 years of experience working directly with clients and stakeholders.

• Ability to manage multiple priorities and meet strict deadlines.

• Strong written and verbal communication skills.

• Strong attention to detail and accuracy.

• Ability to work professionally with individuals experiencing stressful or difficult circumstances.

• Strong organizational and document-management skills.

Nice-to-Have Qualifications:

Preference may be given to candidates with:

• Relevant post-secondary education in Office Administration or a related field.

• At least 2 years of experience with Information Governance, Records Management, or Information Management.

• At least 2 years of experience with information-management concepts, privacy, and security requirements.

• At least 2 years of experience working directly within the Government of Alberta, 1GX, or a comparable government environment.

• At least 2 years of experience working with workers' compensation systems, such as WCB.