SUPERVISOR ADMINISTRATIVE SERVICES PS
Job ID: 36837
Job Category: Administrative
Division & Section: Toronto Paramedic Services, PS Operational Support
Work Location: 4330 Dufferin St.
Job Type & Duration: Full-time, Temporary (12 months) vacancy
Salary: $93,500.00 – $119,274.00 per annum
Shift Information: Mon-Fri 35 hrs per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 01-May-2023 to 15-May-2023
Job Summary:
Reporting to the Manager, Finance & Business Services, the Supervisor Administrative Services PS will supervise and coordinate all administrative, clerical, payroll/time and attendance reporting activities, including the development, implementation, monitoring and re-evaluation of a wide range of related services. To ensure the provision of an effective and efficient level of support to Paramedic Services which operates on both a regular and a 24/7 basis.
Major Responsibilities:
Implements detailed plans and recommends policies/procedures regarding program specific requirements.
Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
Supervises the day to day operation of all assigned staff including the scheduling, assigning and reviewing of work. Authorizes and coordinates vacation and overtime requests. Monitors and evaluates staff performance, approves salary increments, hears grievances and recommends disciplinary action when necessary.
Coordinates recruitment and initiates disciplinary action as necessary, participating in the grievance process, ensuring equitable outcomes are met.
Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
Supports the recruitment and promotional process for the Division, ensuring processes are fair and adhere to corporate policies, procedures and Human Rights Legislation and Collective Agreement provisions.
Supervises and coordinates a wide range of services, within Paramedic Services including, but not limited to, payroll time and attendance, records management, courier and mail services, office administration.
Develops innovative and appropriate training programs for unit’s staff in areas of administration and payroll related practices, programs and procedures.
Ensures legislative requirements and corporate policy changes are incorporated and compliant with staff training, and staffing plans and programs.
Develops payroll and administrative policies and procedures for the division and implements interim procedures of divisional administrative policies.
Ensures accurate payroll administration and time entry into the payroll system and the consistent management of payroll source documents, forms, files, records management, rosters, reports, and audit activities, to meet the required Corporate and internal deadlines. Provides input, recommends and monitors payroll codes and applications to ensure they are controlled and maintained.
Monitors and reports on the analysis of Paramedic pay variances arising from their six week cycle. Liaises with employees, Management, Corporate Payroll and the Union to resolve overpayment/underpayment issues.
Monitors and provides oversight of organizational and position changes.
Liaises with Finance, People & Equity, other divisions and various levels of staff to resolve administrative and payroll related issues, clarify roles and build partnerships, achieving mutual support and service improvements. Ensures that staff follow corporate guidelines, collective agreements and payroll procedures.
Works collaboratively and in conjunction with the Corporate Employee Relations team when providing advice on collective agreements and in administering Collective Agreement matters. Provides guidance and advice regarding Corporate and Divisional policies and procedures and legislative regulations to all levels of staff and ensures consistent and timely implementation and adherence throughout the division.
Participates in various corporate and divisional committees to identify, develop and implement various reports, management information systems, policies, processes and procedures for the improvement and coordination of corporate and divisional standards regarding SAP, the Workforce Central and TeleStaff systems.
Evaluates, adjusts and introduces innovative strategies to new and emerging issues, administrative processes, staffing requirements and priorities to meet corporate initiatives and the client’s operational goals, objectives and business needs.
Maintains a continuous awareness of staffing levels. Analyzes and projects staffing requirements, and monitors resources to meet the Division’s needs.
Provides standard reports to management staff and identifies specific criteria based on the assessment of program needs and initiatives for the development, preparation and analysis of ad hoc reports.
Reports, coordinates, presents and negotiates the recovery of overpayments as per the terms and conditions set out in the Local 79 and Local 416 Collective Agreements and corporate policies.
Coordinates the preparation and processing of the Division’s payroll notification forms, employee separation forms, alternate rate forms, and employee payouts relating to internal promotions, transfers, terminations and retirements, etc.
Key Qualifications:
Post-secondary education in a discipline pertinent to the role (e.g., Business administration, etc.) OR a combination of education and relevant experience.
Considerable experience managing staff, providing team leadership and work direction in a corporate and/or unionized environment.
Considerable experience successfully leading multiple project and change initiatives, from inception to implementation, in a detailed and time-sensitive environment.
Considerable experience and understanding using automated payroll/time and attendance systems (e.g., SAP/KRONOS)
Must possess and be able to maintain a valid Province of Ontario, Class “G” Driver’s Licence.
Excellent interpersonal skills with the ability to establish and maintain effective working relationships with public and staff.
Excellent organizational skills with the ability to effectively establish timelines and handle a varied workload.
Ability to exercise independent judgement and discretion in dealing with confidential matters.
Familiarity with and the ability to appropriately apply applicable government legislation and statutes such as, Municipal Freedom of Information and Protection of Privacy Act, Accessibility for Ontarians with Disabilities Act, Employment Standards Act, and labour and human rights.
Ability to support the Toronto Public Service values and to ensure a culture that champions equity, diversity, inclusion and respectful work places.
Equity, Diversity and Inclusion
The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment toemployment equity (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .
Accommodation
The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request . Learn more about the City’sHiring Policies and Accommodation Process (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .
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