Administrative Supervisor

Role Responsibilities

Reporting to the Business Coordinators of Employment and Financial Services (EFS), the Administrative Support Supervisor provides leadership, coordination, and oversight for administrative operations across Assisted Living and Social Services. This role supports recruitment, training, and supervision of a team of Administrative Support staff, and works closely with Business Coordinators, Program Supervisors, and Managers to address daily operational needs.

The position delivers complex administrative support requiring comprehensive knowledge of multiple programs, including Income Support (IS), Assured Income for the Severely Handicapped (AISH),  Child Support Services (CSS), and community resources. The Supervisor provides confidential assistance to the AISH & IS Management Teams, CECs, CSS, and SFSC teams, while managing sensitive and confidential information.

Key responsibilities include managing day-to-day administrative operations, supporting service requests, assisting with budget tracking, and performing personnel, payroll, accounts payable, purchasing, records management, accommodations, and asset inventory functions. The role also oversees technical support for EFS staff, including hardware/software troubleshooting and monitoring Mainframe system information flow for financial reconciliation.

As a senior administrative leader, the Supervisor interprets issues requiring immediate action, supports management and program initiatives, and ensures efficiency, quality, and effectiveness in administrative and financial processes. The role also provides oversight in areas such as facilities, parking, telecommunications, government vehicles, leasing, and Occupational Health & Safety (OH&S). A strong understanding of financial processes, policies, and administrative procedures is essential.

Role Responsibilities

Key responsibilities include: 
1.    Supervise and support the Administrative Support Team, ensuring fair and consistent leadership, fostering an inclusive and positive work environment, and modeling APS values. 
2.    Set and monitor performance objectives, provide ongoing coaching and feedback, manage attendance and scheduling, and oversee onboarding, training, and development for administrative staff. 
3.    Coordinate daily administrative operations, including workload distribution, coverage planning, policy interpretation, issue resolution, and collaboration with Business Coordinators to maintain efficient service delivery across multiple programs (AISH, IS, CSS). 
4.    Oversee technical, systems, and service support functions, including access management, IT troubleshooting coordination, equipment inventory, system security duties (LISA/CCD/Recoveries), and processing various service requests to ensure smooth operational workflow. 
5.    Manage key financial and administrative processes, such as accounts payable supervision, bank deposits, expenditure tracking, control document management, invoice review, procurement activities, and compliance with GOA policies, while supporting OH&S, facilities, and vehicle coordination responsibilities.

Please click on this link to view the job description for this position.

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies:
https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.

Competencies required for role: 
 
1.    Agility: As new processes are introduced for new projects, they will adjust workflow, personnel resources, etc., to meet emergent needs.
2.    Drive for Results: Sets goals and delegates resources to meet objectives. Seeks ways to improve outcomes and manage performance.
3.    Creative Problem Solving: In response to system changes and identified issues, explore different ways to implement work processes. Collaborate in setting up processes to align with policy requirements.
4.    Systems Thinking: Ensures resources are allocated appropriately to allow Albertans to receive timely services. Ensures program staff receive administrative support to perform their role in serving Albertans.
5.    Build Collaborative Environments: Ability to build a collaborative environment outside of their geographic location to provide consistent messaging and direction to staff.
6.    Develop Self and Others: Engages staff in performance and career conversations as part of the individual performance plan, as well as when necessary.

Qualifications

High school diploma and four years of related experience. Previous supervisory experience is required.

Equivalency: Related experience or education may be considered as an equivalency on a one-for-one basis.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification. 
Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards

Assets: 
•    A minimum of two years in a Supervisory role.
•    Demonstrates excellent leadership, team building, problem-solving, and communication skills. 
•    Previous Supervisory experience in a related field.
•    Leading through change experience and/or training.
•    Proficiency in the use of Microsoft Office and M365 products.
•    Extensive knowledge in all aspects of budget, financial planning, and monitoring.
•    Considerable Expenditure Officer knowledge to be able to effectively support both the worksite and client expenses.
•    In-depth working knowledge of the Ministry information and financial payment systems including but not limited to: BERNIE, 1GX, Concur, and EPS.

Notes

•    This competition is being used to fill 2 Fulltime Permanent positions in Calgary. The positions are located  at Heritage Square, and Westlands Professional Centre

Applicants being considered for this position will be required to complete a Level 2 Enhanced Security screening (including an enhanced criminal record check along with a credit check) as part of the pre-employment checks for this position. Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate.  Out-of-province applicants can obtain the required documents/checks from the province they currently reside in.

Candidates must be eligible to work in Canada

Links and information on what the GoA have to offer to prospective employees.

•    Working for the Alberta Public Service - https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx.
•    Public Service Pension Plan (PSPP) - https://www.pspp.ca.
•    Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits.
•    Professional learning and development - https://www.alberta.ca/professional-development-support-directive.
•    Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca.
•    Positive workplace culture and work-life balance.
•    Leadership and mentorship programs.