Administrative Team Lead

Job Information
Job Title: Administrative Team Lead
Job Requisition ID: 64903
Ministry: Children and Family Services
Location: Edmonton
Full or Part-Time: Full Time
Hours of Work: 36.25 hours per week
Permanent/Temporary: Permanent
Scope: Open Competition
Closing Date: December 03, 2024
Classification: Administrative Services 6
Salary: ($2,073.50 - $2,549.41) bi-weekly ($54,118.35 - $66,539.601/year)

The Government of Alberta is committed to a diverse and inclusive public service that reflects the population we serve to best meet the needs of Albertans. Consider joining a team where diversity, inclusion and innovation are valued and supported. For more information on diversity and inclusion, please visit: https://www.alberta.ca/diversity-inclusion-policy.aspx.

A successful society is defined by its people and the opportunities available for them to fully and actively participate in all aspects of life and provide for their families. Children and Family Services works to foster a society in which families are secure and resilient, individuals have safe, sustainable employment, vulnerable Albertans have the supports they require, and no one is left behind. You can be part of helping us make a difference!

To find out more about our work visit: https://www.alberta.ca/ministry-childrens-services.aspx.

Reporting to the Worksite Manager this position is responsible for managing the day-to-day Administration functions of the office which covers a diverse range of responsibilities including; supervision of administrative support resources, accounts payable/receivable, procurement, budgetary monitoring and forecasting, human resources, records management, accommodations, Occupational Health and Safety and IT support. Children and Family Services Offices within the Edmonton Region deliver a variety of Child Protection and Family Enhancement programs or they may be a 24/7 facility providing Emergency after hour services or residences for high risk youth. This Administrative Professional position is a key player on the worksite management team and is often the first point of contact at the worksite to ensure Administrative Support activities are resourced equitably amongst the units and program areas and for the overall administration, safety and personnel needs for all worksite staff.

The worksite Manager relies heavily on the Administrative Team Lead to interpret and implement Regional and Ministry Administrative, Human Resource and Financial policies and acknowledges their Administrative Team Lead as the go-to person for any issues in these areas. The size of the worksite may vary based on geographic locations within the Edmonton Region where staffing complements can range between approximately 30–150+ staff. Typically, Administrative Team Leads located in larger worksites will have a broader oversight of Administrative functions with more dependence on program supervisors to oversee the Administrative Support staff’s day to day output. In smaller worksites, the Administrative Team Lead will have direct oversight of the Administrative Support staffing resources and the work performed.

The Administrative Team Lead is an integral part of the management team and must deal with a wide variety of internal and external stakeholders on various issues and must be able to prioritize their workload on a continual basis to meet the demands of the Region and/or Ministry.

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:
• Completion of Staffing Requests for all positions.
• 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, desk top 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

To be successful in this role you will need to demonstrate the following competencies:

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.

This link will assist you with understanding competencies: https://www.alberta.ca/assets/documents/psc-alberta-public-service-competency- model.pdf.

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
36.25 hours per week

In your resume, please include dates (including months and years) associated with all education and work experience. As well, please indicate whether your work experience is casual, part-time or full-time. For example, January 15, 2006 - June 25, 2009: Assistant (PT three 8 hrs. shifts/week).

The successful candidate is expected to complete the Foundation Pathway to ICUF.

This competition will be used to fill various vacancies across the Edmonton region.

For more information on the Government of Alberta hiring process, view this link: https://www.alberta.ca/alberta-public-service-hiring-process.aspx

Links and information on what the GoA has to offer to prospective employees.

• Working for the Alberta Public Service – About the Alberta Public Service | Alberta.ca
• 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

Travel:
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.

How To Apply
Applicants are advised to provide information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience, and relevant examples of required competencies.

Candidates are required to apply for a job online. Please visit https://www.alberta.ca/job-application-resources#before for more information. Please visit Recruitment Principles, for more information.

It is recommended applicants who have completed post-secondary studies from outside of Canada obtain an evaluation of their credentials from the International Qualifications Assessment Service (IQAS)(https://www.alberta.ca/international-qualifications-assessment.aspx) or from a recognized Canadian Credential Evaluator; please visit the Alliance of Credential Evaluation Services of Canada for more information (https://canalliance.org/en/default.html).

It is recommended that applicants include the assessment certificate from IQAS or any other educational assessment service as part of their application.


Closing Statement
This competition may be used to fill future vacancies, across the Government of Alberta, at the same or lower classification level.

We thank all applicants for their interest. All applications will be reviewed to determine which candidates' qualifications most closely match the advertised requirements. Only individuals selected for interviews will be contacted.

Please note candidates who recently interviewed for Administrative Team Lead within the last 6 months and were unsuccessful will not be considered on this competition. We thank all applicants for their interest. All applications will be reviewed to determine which candidates' qualifications most closely match the advertised requirements.

If you require any further information on this job posting or require an accommodation during the recruitment process, please contact Hope Awoyemi at [email protected].