Administrative Supervisor

Government of Alberta•Medicine Hat, AB

5d•Onsite

About The Position

The Ministry of Assisted Living and Social Services leads housing, assisted living and continuing care, seniors, income, employment and homelessness supports, disability services, and other social-based programs. The Employment and Financial Services Division within the Ministry of Assisted Living and Social Services plays a vital role in supporting the well-being and independence of Albertans. The division is responsible for delivering a broad range of employment programs, income support services, and financial assistance initiatives that help individuals and families achieve greater stability, self-sufficiency, and inclusion in the workforce. Through a client-centered approach and strong community partnerships, the division ensures access to timely, equitable, and effective services that address the diverse needs of Albertans experiencing economic or social challenges.

Requirements

High school diploma and four years of related experience.
A valid driver’s licence is required as travel is an expectation in this position to all sites that are supervised.

Nice To Haves

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.

Responsibilities

Overseeing and providing input as well as contributing to final decisions for office Administrative Support processes and procedures.
Assisting the Business Coordinators with recruiting, interviewing, hiring and training of Administrative Support staff for Assisted Living and Social Services.
Consulting directly with the Business Coordinators, Program Supervisors & Managers on a daily basis to discuss any issues or concerns requiring attention.
Performing a variety of complex administrative duties and requires thorough knowledge in various programs.
Supporting 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.
Interpreting and acting upon issues requiring immediate attention.
Assisting in providing support to the management team as well as EFS programs and projects.
Supporting staff and implementing and monitoring systems to ensure efficiencies, effectiveness and quality of the administrative/financial functions delivered.
Establishing unit and individual objectives, monitoring and providing 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.
Providing consistent application of the requirement to provide direct supervision of other Administrative staff i.e., assigning work, monitoring and approving time, absences, PA, on-boarding, training.
Assisting with personnel related inquiries from employees.
Assisting with planning and facilitating meetings with the Administrative Support Team, to ensure efficiency and productivity in roles.
Directing complex issues involving Administrative Support team and Program Staff to the Business Coordinators.
Supporting and overseeing training for Administrative Support team in dealing with difficult situations.
Facilitating cover-off and back up, as required, for the Administrative Support team.
Managing performance assessment, team productivity, results achieved; and overall performance in relation to team goals.
Coordinating 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.
Encouraging staff participation in career planning processes that benefit individual and organizational development.
Recognizing staff accomplishments and fostering team learning, development and capacity building.
Reviewing and approving Administrative Support staff's Online Time Entry for their direct reports in 1 GX.
Identifying potential areas of concern and bringing these to the attention of the Business Coordinators.
Providing guidance and interpretation related to program, personnel and financial policies as required.
Assisting Management in determining appropriate administrative support resource utilization and facilitating hiring procedures.
Collaborating 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.
Assisting with commencement and orientation of new employees as well as termination/transfer processes.