Role Responsibilities

The North Region has a unique opportunity for administrative professionals looking to advance their career. This Administrative Team Lead position will support the regional Intake and Caregiver program areas.

Reporting to the Worksite Manager the Administrative Team Lead 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.  

The worksite Manager relies heavily on the Administrative Team Lead to interpret and implement Regional and Ministry Administrative, Human Resource and 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 North Region where staffing complements can range between approximately 30–100 staff. Typically, Administrative Team Leads located in larger worksites will have a broader oversight of administrative functions than smaller worksites. The Administrative Team Lead will have direct oversight of the Administrative Support staffing resources, and the work performed.  

The key responsibilities of this role are: 

Expenditure Monitoring: 
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.  

 
Financial Processing: 
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; Child and Youth Financial Suite (CYFS), Contract Management Administration System (CMAS), Child Intervention Case Information Online (CICIO), IT Reporting/Ticketing System (Bernie), Government of Aberta Business application program, 1 Government Experieince (1GX), Travel & Expense Management in 1GX (Concur), Electronic Payment System, related to phones (EPS) and Child & Youth Information Management  (CYIM).

Role Responsibilities Cont.

Human Resources:  
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:

• Completion of Staffing Requests for all positions.  
• 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.  

 
Accommodation/Facilities Management:  
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 required under lease agreements.
• Responsible for the accommodation of staff by identifying and arranging employee office needs.  

 
Leadership/Supervision:  
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

Records Management:  

• 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 Alberta Records and Disposition Authority (ARDA).  
• 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 ARDA.  

Please click on this link to view the job description for this position.

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies:
https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.

• Creative Problem Solving: Ability to gather information from varied sources, analyze and interpret information to formulate reports and make decisions related to case planning.
• Agility: Ability to prioritize competing workload pressures in an effective manner and contribute to the organizational goals.
• Drive for Results: Demonstrates ability to gather, integrate and interpret complex information sets and accomplishes goals and priorities to deliver outcomes consistent with departmental objectives and directives. Excellent analytical, assessment and critical judgement skills.
• Building Collaborative Environments: Ability to work cooperatively and collaboratively with a variety of teams within the workplace, community, and other Government ministries/agencies to meet client and ministry goals and objectives.
• Developing Networks: Ability to interact positively, build relationships and work effectively with others.
• Develop Self and Others: Ability to invest in the development of long-term capability of yourself and others.

Qualifications

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

Equivalency: 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.

Preference will be given to candidates with: 

• 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: Child and Youth Financial Suite (CYFS), Contract Management Administration System (CMAS), Child Intervention Case Information Online (CICIO), IT Reporting/Ticketing System (Bernie), Government of Aberta Business application program, 1 Government Experieince (1GX), Travel & Expense Management in 1GX (Concur), Electronic Payment System, related to phones (EPS) and Child & Youth Information Management  (CYIM).
• Extensive knowledge of the Child,Youth and Family Enhancement Act.
• Familiarity with Ministry financial programs and IT systems such as 1GX and Bernie.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification. 
Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Notes

There is one Temporary Position available for a one year term.
Hours of Work are 8:15am to 4:30pm, Monday to Friday, 36.25 hours per week (full-time).

Travel will be required in the Administrative Team Lead role; therefore, final candidates for this position will be asked to provide a current 5-year Commercial Driver Abstract and drivers license. Employees may also be required to use their own vehicles when government fleet vehicles are not available.

Pre-Employment Requirements:

• Virtual multi-panel interview.
• Academic credential check.
• Professional and/or academic reference checks.
• Criminal Record Check.
• Intervention Record Check.

Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in.

In your resume, please include dates (including months and years) associated with all education and work experience. As well, please indicate whether your work experience is casual, part-time or full-time. For example, January 15, 2006 - June 25, 2009: Assistant (PT three 8 hrs. shifts/week).

The successful candidate is expected to complete the Foundation Pathway to Indigenous Cultural Understanding Framework Training (ICUF).

This competition may be used to fill various vacancies across the North Region.

Links and information on what the GoA have to offer to prospective employees.

• Working for the Alberta Public Service - https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx.
• Public Service Pension Plan (PSPP) - https://www.pspp.ca.
• Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits.
• Professional learning and development - https://www.alberta.ca/professional-development-support-directive.
• Research Alberta Public Service Careers tool - https://researchapscareers.alberta.ca.
• Positive workplace culture and work-life balance.
• Leadership and mentorship programs.
• Northern Allowance Premium pay directive | Alberta.ca