Administrative Lead

**Job Information**

Job Requisition ID: 72674
Ministry: Public Safety and Emergency Services
Location: Lac La Biche
Full or Part-Time: Full Time
Hours of Work: 36.25 hours per week
Permanent/Temporary: Temporary - 1 year
Scope: Open Competition
Closing Date: Open untill filled
Classification: Administative Support 5 (AS5)

**Salary**: $1,913.27 - 2,342.49 bi-weekly ($49,936 - 61,138/year)

The Ministry of Public Safety and Emergency Services has significant oversight and involvement in the public security and emergency services through its various divisions and operations. The department is responsible for the administration of law enforcement, correctional services, policing and police oversight and public safety. The Ministry supports crime prevention and restorative justice programs, as well as programs and services to support victims of crime, including those affected by domestic violence and human trafficking. The Ministry also coordinates large scale emergency and disaster prevention, mitigation, preparedness, response and recovery programs and initiatives.

For further information, visit the ministry website at:
**Role Responsibilities**:

- Do you thrive in a challenging and dynamic work environment? Are you interested in supporting a team and ensuring quality assurance? If so, then please read on and consider applying.

This position provides senior administrative support services to the Lac La Biche Community Corrections Office, including the office Manager, Senior Probation Officer, Probation Officers and the office administrative team where applicable. You will be responsible for coordinating the daily administrative operations of the office, which includes reception, payroll, inventory control, data entry, on site computer and IT coordination, records management, as well as handling sensitive and confidential information of both staff and clients and other complex work.

**_Some of the key responsibilities of this position include:_**

**Office Reception**:

- Answer telephones and assist clients, community partners and the public in person at reception
- Answer inquiries including computer searches, accurately screen and direct calls, and take messages for assigned officers
- Provide assistance and professionalism to complex clients displaying a wide range of behavioral traits and circumstances including hostility, anger, frustration, mental health and addiction concerns, etc, and utilize deescalation techniques when needed
- Provide direction to clients and the public on the process of Probation and answer general inquiries regarding office practice and appointments
- Provide phone cover off / remote assistance for other district offices experiencing staffing issues

General Office Administration
- Prepare a variety of time sensitive, confidential documents, routine correspondence and related documents relative to the CJS which includes Court ordered reports.
- Compose correspondence for the Manager, Supervisor or Probation Officers for their signature.
- Respond to a variety of requests to provide information to the Manager or Supervisor.
- Attend office/district meetings. When required, take minutes and transpose them.
- As required, maintain a Bring Forward System for the Manager or Supervisor.
- Record management maintaining a filing system to ensure files are stored and transferred off site using the IRIS computer system (Inactive Records Information System) according to Records Management Schedules.
- Research FOIP requests in a timely manner and provide file information as required.
- Maintain offender files pursuant to guidelines including opening and closing files.
- Transferring of files both in and out of the office, ensuring that ORCA is updated accordingly.
- Close files in ORCA/Electronic Monitoring Program according to policy. Ensuring files are closed appropriately, as well as ensuring all conditions are updated and closed appropriately.
- Responsible for researching and updating information referenced on the ORCA Exception List and conducting the necessary inquiries concerning ORCA deletion or merge requests.
- Sort and distribute incoming and outgoing mail
- Attend Office, District and other work-related meetings, create agendas, take meeting minutes, and reserve meeting space as required.
- Consult with service providers (Xerox, Bell, Building Maintenance, etc) to request and coordinate service and resolve issues.

**Role Responsibilities (Continued)**:
**Data Entry**:

- Operate the CPIC terminal to access, manage and input information as required.
- Ensure data entered into various systems (ORCA, ETMS, JOIN,) is accurate, timely, and adheres to policy and procedures Managing invoices, time reporting, expenditures, staffing through 1GX and Bernie

Payroll Administration
- Provide support, advice, and assistance to managers and other office staff in the area of pay and benefits
- Maintain a working knowledge of Collective Bargaining Agreements
- Prepare and submit various