Administrative Lead

Role Responsibilities

Do you thrive in a challenging and dynamic work environment? Are you interested in supporting a team and ensuring quality assurance? If so, then please read on and consider applying.

This position provides senior administrative support services to the Lac La Biche Community Corrections Office, including the office Manager, Senior Probation Officer, Probation Officers and the office administrative team where applicable.  You will be responsible for coordinating the daily administrative operations of the office, which includes reception, payroll, inventory control, data entry, on site computer and IT coordination, records management, as well as handling sensitive and confidential information of both staff and clients and other complex work.

Some of the key responsibilities of this position include:

Office Reception:
•    Answer telephones and assist clients, community partners and the public in person at reception  
•    Answer inquiries including computer searches, accurately screen and direct calls, and take messages for assigned officers
•    Provide assistance and professionalism to complex clients displaying a wide range of behavioral traits and circumstances including hostility, anger, frustration, mental health and addiction concerns, etc, and utilize deescalation techniques when needed
•    Provide direction to clients and the public on the process of Probation and answer general inquiries regarding office practice and appointments 
•    Provide phone cover off / remote assistance for other district offices experiencing staffing issues
General Office Administration
•    Prepare a variety of time sensitive, confidential documents, routine correspondence and related documents relative to the CJS which includes Court ordered reports.
•    Compose correspondence for the Manager, Supervisor or Probation Officers for their signature.
•    Respond to a variety of requests to provide information to the Manager or Supervisor.
•    Attend office/district meetings.  When required, take minutes and transpose them. 
•    As required, maintain a Bring Forward System for the Manager or Supervisor.
•    Record management maintaining a filing system to ensure files   are stored and transferred off site using the IRIS computer system (Inactive Records Information System) according to Records Management Schedules.
•    Research FOIP requests in a timely manner and provide file information as required.
•    Maintain offender files pursuant to guidelines including opening and closing files.
•    Transferring of files both in and out of the office, ensuring that ORCA is updated accordingly.
•    Close files in ORCA/Electronic Monitoring Program according to policy.  Ensuring files are closed appropriately, as well as ensuring all conditions are updated and closed appropriately.
•    Responsible for researching and updating information referenced on the ORCA Exception List and conducting the necessary inquiries concerning ORCA deletion or merge requests.
•    Sort and distribute incoming and outgoing mail 
•    Attend Office, District and other work-related meetings, create agendas, take meeting minutes, and reserve meeting space as required.  
•    Consult with service providers (Xerox, Bell, Building Maintenance, etc) to request and coordinate service and resolve issues.

Role Responsibilities (Continued)

Data Entry:
•    Operate the CPIC terminal to access, manage and input information as required. 
•    Ensure data entered into various systems (ORCA, ETMS, JOIN,) is accurate, timely, and adheres to policy and procedures Managing invoices, time reporting, expenditures, staffing through 1GX and Bernie
Payroll Administration
•    Provide support, advice, and assistance to managers and other office staff in the area of pay and benefits 
•    Maintain a working knowledge of Collective Bargaining Agreements 
•    Prepare and submit various documents for employee commencement, transfer, and termination as well as General Illness, Worker's Compensation (WCB), and other leave-related forms
•    Review employee timesheets for completion and accuracy 
•    Accurately input and release employee absences, overtime, training in 1GX and release payments, ensuring entries comply with Collective Bargaining Agreements and employee's entitlements
•    Update employee demographic information and work schedules in 1GX as required 

Site Coordination:
•    Request and monitor office computer IDs, and request software updates and equipment refreshes as required 
•    Troubleshoot computer issues within the office, and refer issues that require extra assistance to BERNIE or the GOA helpdesk 
•    Submit required documentation for staff commencement, transfer, and termination 
•    Provide assistance, guidance and training to staff on various computer systems as required 
•    Manage office telecommunication equipment including requesting changes to VOIP reception phones and troubleshooting any issues within the office

Other duties may include:

Inventory Control:
•    Assist with inventory control (including the inventory management for bracelet technology) and fixed asset management for the office.  Ensuring accurate records are maintained.
•    As required, issue or arrange building access cards and/or keys for office staff
•    Ensure office equipment is returned by staff at termination including keys, badges, laptops, cell phones, and access cards
•    Place Bernie requests to transfer or return GOA assets, ensure control lists are updated to accurately reflect inventory, and package and return any unused equipment 
•    Ensure unused, unwanted, or damaged office equipment and furniture is processed through the Online Surplus Sales Information System (OSSI) and arrange for delivery to Surplus   
•    Monitor supplies and usage within the office, conduct cost comparatives, and coordinate supply orders in consultation with office management

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.
  
  
• Drives for Results:
  Self-starter, constantly looking for ways to improve. Is reliable, works independently, and will seek out guidance when lacking information or where there are competing priorities. Sets goals, reports on progress and takes accountability for areas of responsibility.
• Systems Thinking:
  You strive to create a culture of service excellence in order to positively impact the ability of the branch to meet the goals.
• Builds Collaborative Environments:
  Genuinely values and learns from others; facilitates open and respectful conflict resolution.
• Develops Networks:
  You communicate regularly with team members and demonstrate a strong ability in fostering positive and effective relationships.
• Agility:
  You have a strong ability to anticipate, assess and readily adapt to changing priorities, while maintaining resilience in times of uncertainty and effectively working in a changing environment.
• Creative Problem Solving:
  You challenge the status quo and embrace a creative and innovative approach in order to find solutions which ensuring the most effective and efficient delivery of service

Qualifications

A High School Diploma plus a minimum of 3 years of related administrative 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.

Requirements: 
•    Proficiency in Microsoft Office Suite (Word, Excel, Powerpoint, Outlook)
•    Strong attention to details and ability to manage multiple tasks and priorities
•    Strong keyboard skills
•    Proficiency in Adobe/Acrobat Reader

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

There is one temporary (1 year) full-time position available.

Hours of Work: 36.25 hours per week.

Office location:  Lac La Biche Community Corrections 
                            9503 Beaverhill Rd. LLB, AB

What We Offer:
•    Working for the Alberta Public Service – https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx 
•    Leadership and mentorship programs
•    Professional learning and development
•    Positive workplace culture and work-life balance 
•    Public Service Pension Plan (PSPP) - https://www.pspp.ca

Final candidates for this position will be required to provide a Fingerprint Based Criminal Record Check. Any associated costs will be your responsibility and you are only required to provide this check if requested. We cannot accept on-line Criminal Record Checks, from a non-Policing Agency.

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.