Supervisor of WWW Administrative Services

This position currently falls within our hybrid model, allowing the employee to typically work a minimum of 50% of your time at your regular work location and the other 50% of time at home.

As an employer of choice, Niagara Region offers competitive salaries and benefits, a defined benefit pension plan, a corporate wellness centre, access to the Employee and Family Assistance Program (EFAP), mentorship and training programs, employee recognition programs, and more. In addition, the Region recognizes the value of having flexible work arrangements to support better work-life balance for our employees. Hybrid work arrangements may vary from one employee to another and may also differ in the number of remote workdays. These opportunities remain subject to the alignment of operational needs, business requirements, and customer service expectations.

About Us

Serving a diverse urban and rural population of more than 475,000, Niagara Region is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high-quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries. Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada’s most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities. Niagara boasts dynamic modern cities, Canada’s most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario’s most breathtaking countryside. An international destination with easy access to its binational U.S. neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses.

Salary Range : $ 75,820.00 - $ 89,200.00

Job Description

Reporting to the Associate Director of WWW Integrated Systems, the Supervisor of WWW Administrative Services is responsible for providing leadership and daily coordination of a team of administrative professionals who collectively support the various functions and sections within the Division. The Supervisor ensures that clerical and administrative functions are carried out efficiently and effectively across the Division. The Supervisor plays a key role in fostering customer service excellence by guiding and supporting the team who act as the first point of contact for all clients, contractors and others engaging with WWW services. Additionally, the role involves conducting research and analysis, and preparing summaries, presentations, and reports to support informed decision-making.

Education

• Post-secondary diploma in Business, Office or Public Administration, or other relevant field of study.
• An equivalent combination of education, experience and qualifications may be considered.

Knowledge

• 5 years of progressive experience in administrative support and customer service, coupled with experience in a leadership capacity. Experience in a municipal or technical office environment is preferred.
• Must have strong knowledge of water and wastewater services.
• Strong analytical thinking, decision-making, planning, prioritization and execution skills culminating in results oriented problem solving.
• Advanced knowledge and proficiency in office procedures, technology and software, including MS Office suite (Word, Excel, PowerPoint, and Outlook). Experience with municipal enterprise software used for payroll, accounts payable or receivables and document control an asset.
• Proven interpersonal, customer service, negotiating, and planning skills with the ability to coordinate administrative support divisionally and departmentally.
• Strong organizational skills to support varying requirements of the Division.
• Experience in evaluating, refining and/or implementing efficient processes to improve workflow.

Responsibilities

Supervises and coordinates the provision of effective administrative and program support to Divisional business units, ensuring compliance with all related organizational policies, procedures and effective service delivery. (40% of time)

• Plans, organizes, supervises, and reviews the work plan for program and clerical support staff; assigns work activities, projects and programs.
• Develops and implements policies, procedures, and controls to ensure compliance with relevant practices, legislation, and collective agreements and consistency in administration activities across business units and programs.
• Develops quality assurance practices, such as audit tools and policies. Reviews and evaluates work products, methods, and procedures, ensuring that standard operating procedures and guidelines are followed. Meets with staff members to identify and resolve problems.
• Responds to inquiries (escalated) and expedites resolution of complaints from both internal and external customers.
• Liaises with all departments/divisions/business units to support timely issue resolution and process improvements related to customer needs and/or complaints.
• Maintains a report listing and liaises with management and staff to ensure timely submission of final reports and appropriate approvals.
• Maintains an Administrative Policy Manual and circulates updates as required. Plans, implements and communicates new procedures for administrative operations.
• Designs and implements records, templates and forms.
• Oversees the preparation of expense reports, purchasing card processing, and initiating purchase requisitions.
• Acts as the main contact and liaison with Facilities on facility related matters, e.g. requests for services, moves, renovations, maintenance and repairs and/or delegate accordingly.
• Compiles, analyzes, and summarizes data for reports and related summaries as required by the Divisional Leadership team, including, but not exclusive to, budgetary expenditures and human resource tracking.
• Troubleshoots, investigates, and analyzes relevant information/data, reporting findings and making recommendations to the Divisional Leadership Team.
• Troubleshoots issues for staff related to payroll, vacation, benefits, and other relevant human resources functions/concerns.
• Maintains a records management system for the Division, in keeping with the needs of the respective programs and in compliance with Corporate Records Management policies and protocols.
• Leads continuous improvement initiatives with respect to administrative tools, processes and practices to increase efficiency of services.
• Implements corporate procedures, systems, and best practices.
• Assists in the coordination and scheduling of Divisional meetings and events as requested.

Takes an active lead for the Division in streamlining processes and standardizing the program administrative roles. Implements effective process and operational improvements to ensure a consistent and superior administrative service experience to minimize risk to the organization (20% of time)

• Develops and maintains program standards of practice guidelines to ensure effective workflows and collaboration between programs/divisions and continually strategize on streamlined process improvements for optimal resourcing.
• Ensures staff awareness and compliance to internal processes, policies, and procedures, and best practices.
• Ensures record keeping complies with corporate standards and applicable regulations such as the Safe Drinking Water Act, Ontario Water Resources Act, Municipal Freedom of Information and Protection of Privacy Act.

Supervises staff, coordinating and planning work, providing work direction, assigning tasks and projects, determining methods and procedures to be used, monitoring quality of work, resolving problems and ensuring assigned results are achieved. (20% of time)

• Enables results with the organization’s human capital strategy to foster employee engagement.
• In conjunction with the Manager provides training and development, coaching and discipline when necessary, and manages staff recruitment.
• Ensures focus is service excellence, communication/transparency, innovation, and data integrity and work flow integration.
• Ensures staff has the information and resources to make successful plans and decisions.
• Ensures all people related issues, including recruitment, grievances and labour relations issues, are aligned to HR and Corporate standards and practices.

Manages and administers annual and multi-year Capital and Operating budgets for which they are delegated authority ensuring support of Council’s objectives, financial transparency and accountability, monitoring budget adherence, identifying and explaining variances, and financial reporting is effectively managed in compliance with corporate financial policies. Administer and approve the acquisition of goods and services for their direct reports in accordance with the procurement policy. (10% of time)

• Develops, coordinates and oversees the ordering, tracking and distribution of purchases and payments of services and supplies for the Division.
• Ensures the timeliness, completeness, and accuracy of actual costs in the general ledger, maintaining accurate departmental revenue deposit records, inventories of equipment and supplies, and accounts payable and receivable records.

Closing Statement

Uncover the wonder of the Niagara Region and join a team dedicated to meeting tomorrow’s challenges TODAY!

Let us know why you would be an excellent team member by submitting your online application by June 12th at www.niagararegion.ca.

We thank all candidates for their interest however, only those candidates selected for an interview will be contacted.