Supervisor, Administrative Support Services

1 month ago

Oakville, Canada Town of Oakville Full time

**Job Details**:
Permanent Full-Time (Non-Union)

**Posting Status**:
Open to all current Town of Oakville employees and external applicants

**Closing Date**:
Applications for this position must be received at oakville.ca by no later than 11:59 pm on **March 22, 2024.**

The Supervisor, Administrative Support Services is primarily responsible for providing administrative support to two directors and supervising both unionized and part-time staff, while overseeing various administrative support functions for the Roads & Works Operations and Parks & Open Spaces departments. This position will develop procedures and service enhancement programs to support an integrated and collaborative service approach with Roads & Works and Parks & Open Spaces that enables the departments to meet strategic objectives, enhance their business practices and deliver its services in an effective and efficient manner. The Supervisor, Administrative Support Services also manages services inquiries, work order data, and other associated tasks including front counter reception for the Central Operations facility.

**What can I expect to do in this role?**:

- Lead the research and evaluation of existing and emerging business process and technology methods to improve operational processes and functions, while ensuring service integration and collaboration amongst other departments within the commissions and the corporation.
- Supervise full-time and part-time administrative staff, including recruitment and selection, regular training, coaching, development, scheduling, evaluation, performance evaluation, and any disciplinary action as required.
- Identify and communicate departmental priorities, set goals and objectives. Develop and prepare annual work plans for the Central Operations administration group, including the analysis of information, data, progress, etc. to continually improve program and activities performed.
- Coordinate and assign work, provide direction to staff and ensure that assigned tasks are completed.
- Oversee the investigation and rectification of problems in a high demand, time sensitive service focused operations group. Liaising with other departments and management to maintain efficient operations.
- Maintain and manage confidential correspondence and information related to employee records, performance reviews, union matters etc.
- Arrange for Roads & Works Operations, Parks & Open Space and Facility Services labour management meetings inclusive of minutes and related correspondence.
- Manage all systems and records for Central Operations including requisitions, change of status forms, attendance tracking, vacation planning, building access control cards, biometric readers, video/camera systems etc.
- Arrange, schedule and book meetings and appointments and administer the use and set-up of the Central Operations meeting rooms.
- Provide, or arrange for, effective front-line customer service with telephone and front counter reception including the utilization of Active Citizen Request systems in collaboration with Service Oakville.
- Respond to outside and internal queries, and provide problem-solving and templates for standardized responses to repetitive queries regarding town services and programs that can be used by other staff.
- Develop and prepare the annual operating and capital budgets for office administration services within the Central Operations Facility, and managing the associated operating accounts for these office functions throughout the year.
- Manage the purchase, stocking and distribution of all office and stationary supplies including bottled water and ice supplies.
- Collect, assemble and track service contracts, performance statistics, minor capital accounts and payment processing.
- During regular business Hours: Monitor and response coordination of radio or radio replacement system (TAASTA) initiated emergency calls including AVL support - identify location, communicate and dispatch resources as appropriate.
- Responsible for compilation of AVL/GPS data reports from Corporate AVL/GPS program and providing same to Managers, Driver Trainer for review/action.
- Coordinate summer and seasonal hiring for Central Operations, with recruitment processing, reference checks, onboarding items, orientation and clothing coordination, including liaising with Human Resources and Payroll.
- Plan and coordinate annual End of Winter BBQ combined with 5, 10 & 15 year Service Award Presentations for all Roads & Works Operations and Parks & Open Spaces staff.
- Webpage Info Publisher: monitor, review, verify, write/update services and program information as related to all Central Operations activities.
- Participate and monitor communications initiatives on behalf of all Central Operations work groups including coordination of media advertisements and related event coordination/support.
- Develop and manage the corporate vehicle pool including scheduling, maintenance planning and pre-post vehicle reviews

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