Administrative Supervisor

Role Responsibilities 1/2

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 Assisted Living 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.

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.

Role Responsibilities 2/2

The Administrative Support Supervisor leads a team of Administrative Assistants and actions the following tasks as a part of their role:

• Establish unit and individual objectives, monitor and provide feedback on performance on an ongoing basis as well as through the Employee Performance Agreement to ensure staff are feeling supported and confident in their role and to provide training, as required.
• Provide consistent application of the requirement to provide direct supervision of other Administrative staff ie., assigning work, monitoring and approving time, absences, PA, on-boarding, training.
• Assist with personnel related inquiries from employees.
• Assist with planning and facilitating meetings with the Administrative Support Team, to ensure efficiency and productivity in roles.
• Direct complex issues involving Administrative Support team and Program Staff to the Business Coordinators.
• Support and oversee training for Administrative Support team in dealing with difficult situations.
• Facilitate cover-off and back up, as required, for the Administrative Support team.  Manage performance assessment, team productivity, results achieved; and overall performance in relation to team goals.
• Coordinate the overall performance, conduct and attendance of staff within delegated authority, consulting with managers on performance issues that may require action outside of delegated authority.
• Encourage staff participation in career planning processes that benefit individual and organizational development.
• Recognize staff accomplishments and foster team learning, development and capacity building.
• Review and approve Administrative Support staff's Online Time Entry for their direct reports in 1 GX.
• Identify potential areas of concern and bring these to the attention of the Business Coordinators.
• Provide guidance and interpretation related to program, personnel and financial policies as required.
• Assist Management in determining appropriate administrative support resource utilization and facilitate hiring procedures.
• Collaborate with Business Coordinators to assist with the recruiting process which may include creating requisitions in 1GX, screening, interviewing and providing orientation, training and cross-training.
• Assist with commencement and orientation of new employees as well as termination/transfer processes

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: Ability to gather information from varied sources, analyze and interpret information to make informed decisions/recommendations.
• Systems Thinking: Understands how individual roles, programs, and decisions interconnect within the broader organization. Anticipates the impact of changes across departments and aligns resources effectively to support service delivery. Ensures administrative support enables program staff to fulfill their roles efficiently, contributing to timely and coordinated services for Albertans.
• 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.
• Develop Self and Others: Ability to invest in the development of long-term capability of yourself and others.

Qualifications

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.
  
  

A valid driver’s licence is required as travel is an expectation in this position to all sites that are supervised.

Assets: 

• A minimum of two years experience 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.
• 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: BERNIE, 1GX, Concur, and EPS.

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 are 36.25 weekly, Monday to Friday.

This competition is used to a position in Medicine Hat. The position is full-time.

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

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.
• Leadership and mentorship programs.