CI Administrative Supervisor

Role Responsibilities

• Provide ongoing direction for assigned work, establishing team standards and goals, addresses adequate cover-off in the unit(s).
• Supervise the day-to-day operations of an assigned administrative support team.
• Monitor work to ensure adherence to departmental policies, procedures and legislation, guiding the resolution of significant issues as they arise.
• Complete Employee Performance Reviews; foster and support related personal and professional development of staff and/or corrective action as required.
• Lead team building and staff engagement, along with recognition of staff accomplishments.

• Provide supervisory release of all CYFS/CMAS payments. Ensure that referral and evaluation contracts that are entered by financial operators, are coded correct (vendors, Children and Family ID, master contract numbers) and are signed by the appropriate expenditure officer. If errors are made, they are returned to the operator for corrections if necessary.
• Request and update vendor information and respond to all vendor inquiries.
• Clarify, correct and ensure expenditures comply with government guidelines and office budget allocation.
• Code and process accounts payable with a high degree of accuracy, including vouchers, invoices, and foster/kinship/permanency parents’ claims.
• Monitor service expenditures and advise Child Intervention Practitioner when committed funds are depleted.

Roles Responsibilities Cont'd

• May be required to maintain Commissioner of Oaths to commission and exhibit court documents.
• Provide training on administrative topics to staff so they have a well-grounded understanding of complex regulations, policies and operational procedures/techniques.
• Provide advice/guidance on administrative functions/topics to Child Intervention Practitioner, casework supervisor and other administrative support staff.
• Communicate and liaise with internal and external stakeholders, including other government agencies, community resources, clients and vendors.

Records Management:

• Create new files and volumes as required in accordance with existing policies, process, and standards.
• Receive and sort incoming documents and correspondence, completing necessary cross referencing, and checking for duplicate information.
• Review and pre-process client documentation so that the documents are organized and filed as efficiently as possible, kept up-to-date and are compliant with safety and provincial standards.
• File documents by client. Scan documents as appropriate to support program work and entry into information systems.
• Review documents for quality assurance of scanned images to reduce risk of errors and increase the effectiveness of multiple benefit programs.
• Complete indexing of imaged documents in accordance with existing security and program policies to create electronic records for program use.
• Complete all pre-work and quality assurance for information received electronically or by fax. Participate in imaging of fax as required.

Back Up Functions to ATL:

• Complete all pre-work and quality assurance for information received electronically or by fax. Participate in imaging of fax as required.
• Schedule and transport vehicles for maintenance
• Track and reconcile receipts for fuel and servicing
• Coordinate IT needs for the office in BERNIE (phones/computers)
• Maintain and update inventory for all mobile devices and laptops
• Assist with surplus of equipment (OSSI – Online Surplus Sales Information)
• Assist with ID request (building access cards)
• Assists with coordination of office accommodations (parking assignments, office moves, WORTS requests)
• May be required to serve as an OHS contact for FERP
• Work with all units across the branch to foster efficient operations and achievement of goals and priorities.
• Apply the priorities identified by programs during peak periods
• Participate in the development and improvement of administrative processes (e.g., identify business processes, complete system tests for the new document management system)

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

Qualifications

• A High School Diploma and three years of related experience.

• Directly related experience or education considered on the basis of:One year of experience for one year of education or one year of education for one year of experience.

• Proficiency in the use of Microsoft office and M365 products.
• Familiarity with Ministry financial programs and IT systems such as 1GX and Bernie.
• Extensive knowledge in all aspects of budget, financial planning and monitoring.
• Extensive knowledge of the Child, Youth and Family Enhancement Act
• Extensive Expenditure Officer Authority knowledge to accommodate worksite and/or client expenses
• In-depth working knowledge of the Ministry information and financial payment systems including but not limited to: CYFS, CMAS, CICIO, BERNIE, 1GX, Concur, EPS and CYIM
• Supervisory experience in an administrative role and In-depth knowledge of HR practises and procedures (training and onboarding new staff)

APS Competencies

• Agility: Ability to prioritize competing workload pressures in an effective manner and contribute to the organizational goals.
• Drive for Results: Demonstrates ability to gather, integrate and interpret complex information sets and accomplishes goals and priorities in order to deliver outcomes consistent with departmental objectives and directives. Excellent analytical, assessment and critical judgement skills.
• Building Collaborative Environments: Ability to work cooperatively and collaboratively with a variety of teams within the workplace, community, and other Government ministries/agencies to meet client and ministry goals and objectives.
• Developing Networks: Ability to interact positively, build relationships and work effectively with others.
• Develop Self and Others: Ability to invest in the development of long-term capability of yourself and others.

Notes

• Working for the Alberta Public Service – https://www.alberta.ca/advantages- working-for-alberta-public-service.aspx
• Pension plans: Public Service Pension Plan (PSPP) – https://www.pspp.ca
• Leadership and mentorship programs
• Professional learning and development
• Positive workplace culture and work-life balance
• Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreements.
• Research Alberta Public Service Careers tool - https://researchapscareers.alberta.ca