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Office Administrator
4 months ago
JOB DESCRIPTION – OFFICE ADMINISTRATOR
The Central Alberta Regional Victim Serving Society (CARVSS) provides a broad range of services under the Victims of Crime and Public Safety Act and Regulation, in partnership with the Government of Alberta (GoA), the Alberta RCMP, specialized and community-based victim serving organizations, municipalities, and other local agencies.
CARVSS assists victims of crime and tragic circumstances throughout the criminal justice process by providing the core services of information, support, and referrals. Also, CARVSS supports communities by providing resources and support to people undergoing loss and tragic circumstances.
*Please note: the organization is going through a restructuring, please visit: Enhancing support for victims of crime | alberta.ca for more information
Roles and Responsibilities
Reporting to the Chief Executive Officer (CEO), the Office Administrator is responsible for the office management and administrative functions of the organization. The Office Administrator provides executive support to the CEO and generalized administrative support for the RVSS. This position is part of a team of Centralized Professional Support Staff (CPSS) that perform the core administrative functions of the organization.
Duties of this position include:
Integral part of CPSS:
· Administrative duties as a core member of the leadership team, including attending meetings, forums, and presentations, as required.
· Provide information and support to the leadership team.
· Support the CEO by coordinating the submission of quarterly and annual statistical reporting to the Board and the funding agency.
· Support the establishment of controls for filing and information management systems and development of policies and procedures to continuously improve existing systems.
· Organize and coordinate various staff, client, and committee meetings for the RVSS, as required.
o Secure meeting space and/or set up remote meeting technology.
o Coordinate all travel/meeting arrangements and booking for the leadership team.
o Compile and distribute meeting documentation including the agenda, reports, and presentation materials.
o Attend meetings as required.
· Take minutes and follow-up on action items. Maintain an operational calendar.
Executive Support:
· Coordinate all governance related activities including monitoring work plans, setting up meetings with different stakeholders, notetaking, drafting partnership and service agreements, mail correspondence, document processing, proofreading, and research of relevant documents.
· Support the CEO with research and preparation of materials and reports.
· Manage calendar appointments; complete expense reports; compose and prepare confidential correspondence; arrange detailed travel plans, itineraries, and agendas; and compile documents for meetings.
· Provide confidential communications, projects, tasks, administration, and support to the CEO.
Program Support:
· Assist with reviewing and entering victim referral information into the authorized case management system/an electronic format, as delegated by the Director of Regional Operations and Justice Navigation Program Coordinator.
· Respond to general inquiries from victims of crime and other members of the public about the victim services program; provide general information and guidance about the program and available services.
· Coordinate the set-up of user IDs for system and database access, track user IDs and access permissions for various systems and databases.
Communications:
· Assist in the preparation, design and distribution of emails, letters, organizational forms, reporting templates, program materials, organizational updates, newsletter etc.
· Prepare and distribute internal and external communications, as required.
Review and audit reports, documents, and information systems to ensure consistency and accuracy.
Support the operations by editing and formatting proposals, contracts, reports, minutes, and other documents, as required.
· Support the development and management of content on the website or other public facing communications (e.g., job postings, program calendar updates, monthly program updates, etc.).
Information Management:
· Develop and maintain an electronic filing system for corporate records, including meeting minutes, policy and procedure manuals, etc.
· Support the CPSS in the annual review/approval cycle of operational policies and procedures.
· Organize, update, and maintain hard copy and digital files and archives.
Assist with the collection and provision of records for requests made under applicable privacy legislation.
Finance Support:
· Conduct basic financial management functions, including facilitating expense claims, P-card reconciliation, processing cheque requests, making deposits, coding invoices for payment, running financial reports, and assisting with audits. (As delegated and in support of Finance Officer).
· Ensure timely submission of expense claims and P-card reconciliation for the CEO and other members of the CPSS and front-line service delivery team.
Support the procurement of contracts and purchase orders for contract services (e.g., software, maintenance services etc.).
Human Resources Support:
· Administer and support the new hire and onboarding process for new employees, including the completion and timely submission of requests for computers, software, and telephones.
· Orient new staff to central office and assist them in setting up their workstations and computer access.
· Coordinate training for operations staff by:
o Subscribing operations employees to internal and external course offerings.
o Managing and tracking employee training records.
o Providing updates and feedback to managers on training status.
Administration / Office Management:
· Perform clerical and administrative duties, including reception, answering the telephone, greeting visitors, check incoming email, and responding to and/or redirecting inquiries/communications.
o Develop protocol for ensuring communications are responded to within appropriate thresholds (e.g., phones are answered immediately).
· Monitor and maintain office supplies and equipment inventory.
· Arrange, coordinate, and maintain office services and equipment, such as technical support.
o Troubleshoot and support staff IT concerns.
o Coordinate maintenance, furnishings, telecommunications, and disposal requests.
Other:
· Pursue continual learning by participating in educational opportunities such as in-services and training programs (internal and external).
· Assist with staff wellness and engagement. Work with the staff social committee and operations team to support staff engagement and wellness, including celebrating milestones and connecting staff in a time of remote working through remote and in-person events.
· Maintain up-to-date knowledge of victim management/security protocol for head office location.
· Maintain functional knowledge of provincial legislation and processes.
· Be helpful, respectful, approachable and team oriented, building strong working relationships and a positive work environment.
Qualifications
Education and Experience
- Minimum of 2 years of post secondary education in in Office Administration, Business Administration, or a related field from a recognized post-secondary institution (degree or diploma).
-Minimum of 3 years experience in an administrative role.
-Experience in executive support or office management is an asset.
Note: Equivalencies of a combination of education and directly related experience may be considered to meet the minimum requirements
Assets
· Strong time management and organizational skills with the ability to prioritize job responsibilities and manage high volumes of information effectively, particularly as this role supports multiple team members.
· Familiarity with non-profit organizations.
· Ability to develop and maintain records management systems.
· Highly developed written and verbal communication skills with the ability to be confident, clear, respectful, and sensitive.
· Must be tolerant, non-judgmental with a high degree of compassion and empathy towards individuals from diverse communities and backgrounds, including those who may have experienced significant trauma (e.g., addictions, abuse etc.).
· High level of integrity and dependability with a strong sense of urgency and results oriented.
· Proven ability to maintain the confidentiality of information and records.
· Ability to work effectively with minimal supervision.
· Demonstrated ability to achieve results in the context of a respectful, inclusive, and service-minded style.
· Computer literacy, including effective working skills of MS Office (e.g., MS Word, Excel, PowerPoint, and Outlook etc.) and videoconferencing platforms and willingness to learn other technology platforms for process improvements.
Additional Requirements
· Enhanced criminal record check for vulnerable sector is required (current and clear, completed within 90 days of hire date).
· RCMP security clearance (reliability check) may be required.
· Valid class 5 driver’s license (or provincial equivalent).
Online Victim Services Training will be provided upon commencement.
Salary Range: $40,462.50 to $48,356.43
Location
The Administrative Coordinator will be working primarily out of the CPSS Office Location in Leduc, Alberta. Travel to various communities may be required for meetings or collaboration.
How to Apply
Starting with the hiring process, we are committed to having an accessible, diverse, inclusive, and barrier-free work environment where everyone can reach their full potential. We encourage all qualified persons to apply.
Please send your resume and cover letter describing your experience and your motivation for wanting to join CARVSS to: careers@carvss.ca.
Closes: May 17th 2024
