What you’ll do
- Monitor incoming access-to-information requests — from the online request portal and by mail — and log each one.
- Prepare draft correspondence: acknowledgement letters, requests for additional details or fees, and closure or routine-disclosure notices for applicants.
- Review requests and correspondence for accuracy and completeness — including fee payment and attachments — before they go to the operations team or the applicant.
- Work with the coordinator to assign requests to the appropriate advisor.
- Create and maintain electronic files for every request, and keep the shared records folder accurately inventoried.
- Initiate record searches with program areas, track them against legislated timelines, and follow up with contacts to keep responses on schedule.
- Issue closure letters when no records are found, and close out requests with complete documentation.
- Help advisors convert documents to PDF and upload response packages to the approved software for redaction.
- Handle the financial steps tied to requests - providing fee-payment links, preparing deposits for cheques, money orders and cash, preparing refund documentation for approval, and posting payments and refunds - in line with financial policy.
- Respond to general enquiries about the process, legislation and timelines, and route specific questions to the right staff.
- Receive, review and distribute office correspondence, send applicant packages by mail when they can’t go electronically, and take on other administrative duties, including cross-training with teammates, as required.
Must have
- A high school diploma or GED.
- 2+ years collaborating on cross-functional teams to meet tight, critical deadlines.
- 2+ years working in an environment where tasks come through a ticket or queue system.
- 2+ years using Microsoft Outlook for email, task tracking and calendar management.
Nice to have
- 2+ years with records management.
- 2+ years with the secure exchange of electronic documents between stakeholders.
- 2+ years in a similar administrative role.
Conditions of the role
- You must be legally entitled to work in Canada, and the work is performed in Canada.
- This is an on-site role in downtown Edmonton - five days a week, standard business hours (about 8:15 to 4:30, Monday to Friday). The client provides your laptop, system access, office space, furniture and supplies.
- A current criminal record check is required before you start.
- Once hired, you’ll complete mandatory training, including privacy/access-to-information, security, information management and respectful-workplace courses.
Employment details
- The client assignment is currently anticipated to run for approximately 12 months, with an anticipated start in August 2026. Exact start and end dates, and the applicable employment terms, will be set out in the employment agreement. Potential for an extension of up to 12 additional months, subject to client approval and program needs.
- Full-time hours (about 36.25 hours per week, 7.25 hours per day).
- $20-22 per hour, plus 4% vacation pay. This is an employee (T4) role - Imagine Leadership handles source deductions and employer contributions - not a contractor rate.
- The role does not include a separate group benefits plan.
What to include with your application
- Your résumé.
- For each role on your résumé, describe your experience in the context of the specific job or project where you gained it - not just a restatement of the requirement - and give the dates in MMM/YYYY to MMM/YYYY format (for example, Jan/2023 to Mar/2025).
- Three references for whom you’ve done similar work, with the most recent listed first.
Pay: $20.00-$22.00 per hour
Work Location: In person
