Administrative Supervisor

Role Responsibilities

Reporting to the Business Coordinators of Employment and Financial Services (EFS), this position is actively involved in overseeing and providing input as well as contributing to final decisions for office Administrative Support processes and procedures. This position assists the Business Coordinators with recruiting, interviewing, hiring and training of Administrative Support staff for Seniors, Community and Social Services. This position consults directly with the Business Coordinators, Program Supervisors & Managers on a daily basis to discuss any issues or concerns requiring attention. This position performs a variety of complex administrative duties and requires thorough knowledge in various programs. This position supports Albertans in navigating through the Alberta Supports Income Support (IS) and Assured Income for the Severely Handicapped (AISH) programs and services including the Alberta Supports Resource Center (ASC), Child Support Services (CSS), and by providing information on local Community Resources.
 
The Administrative Support Supervisor provides highly complex and confidential assistance and support to: the AISH & IS Management Team, AISH Delivery Services Staff, Career and Employment Consultants (CEC), Child Support Services Team (CSS),and Supports and Financial Services Team (SFSC). This position is an integral part of the EFS Team handling confidential, sensitive and restricted information. The incumbent assists in managing the day-to-day organization and administrative operations, completes requests for service and may assist in tracking expenditures for the administration budget. This position also assists with HR commencements/personnel/payroll/accounts payable, purchasing, records management, inventory of fixed assets and accommodation. The incumbent must be able to manage multiple tasks, work under tight deadlines, ensure their work is of high quality and have a thorough understanding of the programs and services offered by all programs.  

This position provides oversight of technical supports to EFS staff. Responsibilities include providing hardware, software and user support to maintain systems and resolve user issues. The incumbent oversees flow and time lines of all information received from the Mainframe system for the financial reconciliation on a daily basis.
 
As a senior administrative staff, this incumbent is called upon to interpret and act upon issues requiring immediate attention. This position will assist in providing support to the management team as well as EFS programs and projects. This position involves supporting staff and implementing and monitoring systems to ensure efficiencies, effectiveness and quality of the administrative/financial functions delivered. As a leader, the supervisor has a comprehensive understanding of the roles reporting into this position and ensures information is shared with staff. In addition the supervisor performs a variety of administrative services including accommodations and facilities, parking, government vehicles, telecommunications, leasing and Workplace Health and Safety (WHS) that supports the Business Coordinator and the business plan for the programs and operations of the site. 

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As the Administrative Supervisor your key objectives will include:

Supervise Administrative Support Team
Lead and manage the Administrative Support Team by fostering a fair, inclusive, and healthy workplace. Oversee direct supervision activities such as work assignment, onboarding, performance management, and hybrid work support, while ensuring adherence to APS values and operational goals.

Staff Development & Performance
Mentor and support professional growth through regular check-ins, training plans, and career development. Conduct performance evaluations using the Employee Performance Agreement and manage attendance, conduct, and recognition activities.

Program Administration
Ensure the consistent and timely delivery of program services in line with legislation, policies, and procedures. Coordinate daily operations, case consultations, action requests, and appeal processes. Collaborate with Business Coordinators and supervise front-of-house operations across multiple EFS programs (AISH, IS, CSS).

Coordinating Requests for Services
Manage IT-related service requests, hardware/software inventory, and account access. Oversee technical troubleshooting, security coordination, and ensure accurate reporting, audit compliance, and support for provincial systems like CCD, LISA, and OSSI.

Financial Duties
Administer purchasing, vendor payments, control document reconciliation, and expense claim review. Handle year-end processes, PIM error recovery, and expenditure tracking using tools such as 1GX and Bernie.

Workplace Health and Safety (WHS) & Site Support
Oversee WHS onboarding, emergency readiness, hazard assessments, and safety audits. Act as WHS and FOIP contact, maintain WHS documentation, support site operations, and manage vehicle coordination

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.

As the Administrative supervisor, in addition to your education and experience, you will demonstrate well-honed competencies in the following areas:

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.

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.

Agility - As new processes are introduced for new projects, will adjust workflow, personnel resources, etc., to meet emergent needs. Supports Admin during times of change and transition to new practices and procedures.

Drive for Results - Sets goals and delegates resources to meet objectives. Seeks ways to improve outcomes and manages performance.

Build Collaborative Environments - Ability to build a collaborative environment outside of their geographic location to provide consistent messaging and direction to staff.

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

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

Previous experience with the following: 

• Leadership/supervisory experience
• Creation of schedules
• Familiar with Imaging, 1GX, TOI, Compass, CDD/LISA
• Proficient use of Microsoft products – Outlook, Outlook add in Sperry, Word, Excel
• Familiar with AISH, IS or CSS programs
• Client service experience, especially with vulnerable Albertans 
• De-escalation/strong communication skills

Notes

• Hours of work are 36.25 weekly, Monday to Friday.
• This competition will be used to fill a position in Edmonton.
• Final candidates will be required to undergo a security screening. A Criminal Record Check will only need to be provided upon request.  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.
• Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreement.
• Leadership and mentorship programs.