Tsuut'ina Child & Family Services
Job Title: Administration Supervisor
Department: Tsuut’ina Child & Family Services
Reports To: Child & Family Services Director
Administration Supervisor with experience in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Must be well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.
Under the direction of the Director of Tsuut’ina Nation Child and Family Services Society (TNCFSS) the Administration Supervisor will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety and oversee the financial component of the Delegated First Nation Agency (DFNA). The Administration Supervisor is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, and supervision of all Admin & Finance staff.
The position will be stationed at TNCFSS, with day-to-day reporting to TNCFSS Director in accordance to Tsuut’ina Nation/DFNA/Ministry regulations. Monitoring and reporting functions are mandatory.
DUTIES AND RESPONSIBILITIES:
- Supervises and oversees all administrative and finance staff
- Team lead for all administrative activities
- Works collaboratively with Director and Supervisor to Improve employee retention through active communication and problem solving efforts.
- Partner with HR to maintain office policies as necessary
- Organize office operations and procedures
- Coordinate with IT department on all office equipment
- Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time or oversees the delegated task.
- Ensures financial reporting is done accurately and according to set time-frames.
- Ensures all files are up to standards, including financials.
- Oversees all data entries in accounts receivable/payable, DCI invoices and provincial billings.
- Manage contract and price negotiations with office vendors, service providers in consultation with Director.
- Responsible for creating PowerPoint slides and making presentations when needed.
- Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored
- Develop a manual for office that outlines the Procedures for protection of files, retention, record disposal/Archiving, retrieval and file transfers.
- Responsible for implementing office policies by setting up procedures and standards to guide the operation of the office
- Ensure that results are measured against standards, while making necessary changes along the way, if needed
- Allocate tasks and assignments to subordinates and monitor their performance
- Assign and monitor finance, administrative and secretarial responsibilities and tasks
- Works with Director in reviews and analysis of special projects
- Responsible for recruiting admin/finance staff for TNCFSS and providing orientation and training to new employees
- Ensure top performance of office staff by providing them adequate coaching, guidance and training
- Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of Industry publications
- Participate actively in the planning and execution of TNCFSS events in conjunction with all TNCFSS staff.
- Responsible for developing standards and promoting activities that enhance operational procedures
- Allocate available resources to enable successful task performance
- Have a yearly training plan
- Coordinate office staff activities to ensure maximum efficiency
- Performance Management and Evaluation, in conjunction with HR partner and Director. Techniques Include coaching and mentoring of Office Admin staff with HR partner and Director.
- Ensure filing systems are maintained and current
- Establish and monitor procedures for record keeping
- Ensure security, integrity and confidentiality of data
- Oversee adherence to office policies and procedures
- Analyze and monitor internal processes
- Implement procedural and policy changes to improve operational efficiency
- Prepare operational reports and schedules to ensure efficiency
- Manage Internal staff relations
- Maintain a safe and secure working environment
- Proven office management, administrative or assistant experience
- Knowledge of office management responsibilities, systems and procedures
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Proficient in MS Office
- Knowledge of accounting, data and administrative management practices and procedures
- Knowledge of DCI reporting and Provincial Billing
- Knowledge of clerical practices and procedures
- Knowledge of Tsuut’ina human resources management practices and procedures
- Knowledge of Tsuut’ina and Provincial business and management principles
- Computer skills and knowledge of CITRIX system
WORKING KNOWLEDGE OF OTHER LEGISLATION SKILLS:
- Child Welfare Act, to provide consultation and ensure adherence to legislation requirements.
- Provincial and Federal guideline for reporting.
- Tsuut’ina Finance Fluency Code
- Human Resources Policies and Procedures
- Tsuut’ina Org structure
EDUCATION, SKILLS, AND QUALIFICATIONS:
- Post-Secondary diploma/degree with 4 years related experience
- Experience working with First Nations or a Delegated First Nation Agency
- Knowledge of Indigenous Service Canada funding, compliance and reporting requirements
- Knowledge of Provincial Billing
- Supervisory experience considered an asset
- Experience working in a multiple company/multiple profit center accounting environment required
- Ability to interpret and implement financial policies
- Excellent organization skills and detailed-oriented
- Excellent written and verbal communication
- Ability to work with integrity, confidentiality and highly sensitive information
- Excellent Excel and Microsoft Office skills
- Experience with Xyntax Accounting System (DCI Reporting)
Unavoidable interruptions, changing priorities, workload emergencies, and times of unavoidable overtime due to deadlines and commitments.
As per provincial salary grid, based on education and experience
Competition Opened: March 28, 2021
Competition Closes: May 28, 2021
Forward application with attached resume to: firstname.lastname@example.org
Please reference in subject line: CFS ADMIN SUPERVISOR REF#50
** We thank all interested applicants, however only candidates selected for an interview will be contacted **
To apply for this job email your details to email@example.com