Administrative Team Lead

Government of Alberta•Edmonton, AB

4d•Onsite

About The Position

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 work to foster a society in which families are secure and resilient, individuals have safe, sustainable employment, vulnerable Albertans have the support 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/children-and-family-services. Reporting to the Manager, Workforce Operations, 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 Workforce Operations Manager relies heavily on the Administrative Team Lead to interpret and implement Regional and Ministry Administration, Human Resources, 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 to oversee the Administrative Support staff’s day to day output. 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.

Requirements

A High school diploma and four years of related experience.
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.

Nice To Haves

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.

Responsibilities

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.
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.
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: 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.
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.
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, desktop and laptops.
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).