Administrative Team Lead

Role Responsibilities

Expenditure Monitoring:

• The incumbent takes a lead role in the monitoring and variance analysis of the worksite and performs tasks such as but not limited to:
• Reconciles monthly expenditure reports and develops and maintains various tracking systems for analytical purposes.
• Must also maintain a sound knowledge of program policy in order to determine budgetary changes.

Financial Processing:

• The incumbent takes a lead role in overseeing financial processing of the worksite and performs tasks such as but not limited to:
• Monitors financial processing to ensure expenditures are within policy and that support plans are in place to support extraordinary disbursements.
• Accountable for all Accounts Payables/Receivables for the worksite.
• Maintains Expenditure Officer signing authority for worksite programs. Prepares Expenditure Officer Designation requests or changes within the worksite and submits to Regional Finance.
• Requires sound knowledge of Ministry and GOA Payment and information systems used to disburse funds; CYFS, CMAS, CICIO, CYIM, Concur, 1GX Procurement Module and EPS.

Human Resources:

• The incumbent takes a lead role in supporting recruitment and onboarding of new employees to the worksite and performs tasks such as but not limited to:
• Commencement of all employees as per the Ministry’s Humans Resource Services and Payroll and Benefits regulations, policies and procedures.
• Recruiting, screening, interviewing and hiring of Administrative Support staff resources.
• Responds to employees regarding payroll and benefit enquiries.
  
  

Accommodation/Facilities Management:

• The incumbent takes a lead role in accommodations and facilities management for the worksite and performs tasks such as but not limited to:
• Consult with and maintain liaison with Alberta Infrastructure, building management and other tenants regarding building issues and services require under lease agreements.
• Responsible for the accommodation of staff by identifying and arranging employee office needs.

Leadership/Supervision:

• Responsible for the direct supervision, coaching and mentoring of administrative staff at the worksite and performs tasks such as but not limited to:
• Assesses staff training needs and supports development of individual training plans.
• Maintain all position management for the site, including 1GX.
• Assist and support with site IT requirements and needs, including but not limited to, cell, desktop and laptops.

Records Management:

• Provides oversight and supervision of all Records Management within the worksite including the maintenance, retention, scheduling disposal, archiving and storage of program and administrative records as per the GOA Records Management policies and procedures A.R.D.A. (Alberta Records and Disposition Authority.
• Ensures staff are trained on Record Management System Policies and Procedures, including file transfers with updates of file locations in CICIO.
• Ensures random audits of files are completed in accordance with the GOA File standards (A.R.D.A).
  
  

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.

• Creative Problem Solving: Ability to gather information from varied sources, analyze and interpret information to formulate reports and make decisions related to case planning.
• 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.

Qualifications

Required: A High school diploma and four years of related experience.

Equivalency: 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.
  
  

Preference will be given to candidates with:

• 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.

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.

Notes

Hours of Work:  8:15 AM to 4:30 PM, Monday to Friday.  36.25 hours per week (full-time).

Travel will be required in the Administrative Team Lead role; therefore, final candidates for this position will be asked to provide a current 5 year Commercial Driver Abstract. Employees may also be required to use their own vehicles when government fleet vehicles are not available.

Pre-Employment Requirements:  As part of the recruitment process, you are required to complete and satisfactorily qualify on the following:

• Virtual multi-panel interview.
• Academic credential check.
• Professional and/or academic reference checks.
• Criminal Record Check with Vulnerable Sector
• Intervention Record Check.
• Current 5 year Commercial driver's abstract

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. 

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.
• Management Employees Pension Plan (MEPP) - https://www.mepp.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.