Office Administrator

8 months ago

Leduc, Canada Central Alberta Regional Victim Serving Society Full time

**About Us**

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.
- Secure meeting space and/or set up remote meeting technology.
- Coordinate all travel/meeting arrangements and booking for the leadership team.
- Compile and distribute meeting documentation including the agenda, reports, and presentation materials.
- 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**:

- 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 pu

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