SUPERVISOR ADMINISTRATIVE SERVICES

City of Toronto•Toronto, ON

1d•CA$96,566 - CA$132,880•Onsite

About The Position

Reporting to the Manager, Administrative Services, the Supervisor is responsible for the supervision and coordination of all administrative, clerical, and payroll/time and attendance reporting activities, including the development, implementation, monitoring and re-evaluation of a wide range of related services. To ensure the provision of an effective and efficient level of support to all divisions in Infrastructure & Development Services (IDS), operating on both a regular and a 24/7 basis.

Requirements

Completed post-secondary education in a discipline pertinent to the role (ex. Business administration, Payroll administration, etc.) OR a combination of education and relevant experience.
Considerable experience managing staff, providing team leadership and work direction in a corporate and or unionized environment.
Considerable experience successfully leading multiple projects and change initiatives, from inception to implementation, in a detailed and time sensitive environment.
Considerable experience using Microsoft office applications including (Word, Excel, Power Point, Outlook), SAP payroll system and HRIS (Human Resource Information Systems) software (e.g. Success Factors).
Ability to develop and implement policies and programs.
Excellent interpersonal and negotiation skills with the ability to interact and communicate effectively at all levels of the organization and build positive internal and external partnerships.
Ability to exercise independent judgement and discretion in dealing with confidential matters.
Strong strategic thinking skills in combination with analytical, problem solving and conflict resolution skills.
Knowledge of relevant legislation (ex. MFIPPA, AODA), and the Occupational Health and Safety Act and Regulations (i.e. WHMIS, WSIB), etc. with Corporate policies, procedures, guidelines and programs, various collective agreements (including Locals 79 and 416), legislative regulations.
Proficiency in management competencies that include highly developed office administration, human and labour relations skills.

Responsibilities

Supervises the day to day activities of all assigned staff including the scheduling, assignment and review of all work. Authorizes and co-ordinates vacation and overtime requests.
Co-ordinates recruitment, monitors and evaluates staff performance, approves salary increments, conducts attendance management reviews, initiates disciplinary action as necessary, and participates in the grievance process, ensuring equitable outcomes are met.
Ensures accurate payroll administration, time entry into the payroll system and the audit of entries for IDS client divisions, which operates on a regular and 24/7 basis.
Provides consistent management of payroll source documents, forms, files, rosters, and reports, the distribution of pay statements/T4s, etc., ensuring that all activities meet the required Corporate and internal deadlines.
Evaluates, adjusts and introduces innovative strategies and administrative plans/policies/procedures to manage new and emerging issues, promote internal controls, elevate standards of work quality, increase organizational effectiveness, and identify staffing requirements and priorities; promoting/supporting Corporate initiatives and our Client's operational goals, objectives and business needs. Monitors for effectiveness and adjusts as necessary.
Participates on various Corporate and IDS Divisional committees/projects, representing stakeholders, in order to identify, develop and implement new initiatives, programs, reports, management information systems, policies, procedures and guidelines for the ongoing improvement, streamlining and coordination of Corporate, IDS and Divisional Standards and to resolve internal and program based issues, ensuring compliance with Internal Audit and Auditor General Requirements.
Responsible for ensuring that administrative Corporate and internal policies are applied and implemented consistently throughout IDS.
Provides input, recommends and monitors key performance indicators and the annual budget. Optimizes human and physical resources, ensuring that expenditures are controlled and maintained within approved funding.
Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others. Develops effective and appropriate training programs for unit's staff and divisional clients in areas of administration and payroll related practices, programs, procedures and the implementation of new modernization systems and processes, including hands on training, as necessary.
Undertake special assignments, payroll and business organizational modernization and transformation initiatives requiring PPF&A involvement through the change process, to ensure a smooth transition for IDS divisions.
Liaises with Pension, Payroll & Employee Benefits, People & Equity, Information & Technology, other Corporate offices, client Divisions and various levels of staff, to resolve administrative and payroll related issues, assist with the development and implementation of new human resources information and payroll systems, clarify roles, build partnerships, achieve mutual support and ensure continuous service improvements.
Provides guidance, interpretation and advice, to all levels of staff, regarding Corporate and IDS Divisional policies, guidelines, directives and procedures, including legislative regulations and the various Collective Agreements (CUPE 79 Full-Time/Part-time B, CUPE 416).
As a centralized service provider, coordinates IDS telephone and order amendments to services including installation, relocation, voice mail and general inquiries for assistance, coordinates and oversees SAP security access profiles, security access to all civic centres, the purchasing of equipment, online and City Stores ordering of goods and supplies for the division and other IDS Divisions where applicable.
Provides standard payroll information reports to management staff and identifies specific criteria based on assessment of program needs, initiatives and corporate requirements.
Develops, prepares and analyzes adhoc reports, as required.
Acts as a Supervisor under the definitions of the Occupational Health and Safety Act and ensures that adequate training, safety equipment and safe work procedures are in place in order to develop a strong culture of Health and Safety and minimize any Health and Safety issues.
Undertakes emerging special assignments and projects, as required.