Metis Child, Family and Community Services Looking for ADMINISTRATIVE SUPERVISOR at Winnipeg, MB Full Time

Metis Child, Family & Community Services (MCFCS) Agency is a mandated child and family services agency with the responsibility to administer and manage culturally appropriate community-based child protection and support services for Metis and Inuit people in Manitoba.

ADMINISTRATIVE SUPERVISOR

FULL TIME, PERMANENT

Competition #: MCFCS-AS-2022.042

Hours of Work: 7.25 hours per day

Classification and Salary: A01, $25.92 – $30.43 per hour

Location: Winnipeg, MB

Reporting to the Executive Assistant, the Administrative Supervisor will provide oversight for all administrative personnel with MCFCS and administrative support to the Executive Management team. This is a demanding position requiring the highest level of confidentiality. The incumbent is responsible to manage multiple projects to completion and as a member of the administrative team, the incumbent also insures or provides back-up coverage during breaks, vacations, illness, or other absences, as required.

Listed below is a summary of the qualifications and responsibilities of the position; complete job descriptions will be available to the successful candidate.

Main Areas of Key Responsibilities and Activities:

Supervisory

• Recruit new administrative employees, then orient and train them for their specific job descriptions.
• Conduct annual evaluations of administrative personnel and provide guidance about potential improvements in each employee’s performance in coordination with others.
• Serve as the liaison between administrative personnel and senior management, communicating needs and concerns so they can be handled expeditiously
• Coordination with the unit Supervisors, Managers, and Directors needs for coverage, and performance issues/concerns.
• Implement customer service standards and evaluate employees based on their ability to meet those standards
• Provide technical and logistical support for all administrative personnel
• Schedule workflow, office operations, and implement general administrative practices, policies and procedures for supervised staff.

General Administrative

• Orders and maintains office supplies and forms.
• Provides support for all office equipment, e.g. fax, photocopier, computer and scanner.
• Drafts correspondence, legal documents, reports, forms, records files and minutes along with any other correspondence required.
• Maintain attendance records of employees; daily staff field activity; complete timesheets and expense/mileage claims and forward reports to Finance for payroll processing and reporting.
• Attaches case notes to CFSIS
• Completes greens for each move, change of status or activity per case and ensures distribution of such information to the necessary area.
• Distributes notices of meetings, profiles and agendas and maintains records for Agency committees.
• Complete outstanding stats and make necessary changes on CFSIS
• Attends meetings (Unit, Administrative Assistants, staff) and acts as recording secretary for Committee meetings.
• Ensuring the physical files are maintained and cleaned regularly.
• Participates in revising, developing and making recommendations for changes in Unit forms.
• Opens, closes and transfers files and processes file checks.
• Maintains Unit caseload records system, the physical and electronic files
• Ensures regular scanning and attaching of contact notes, and other material into the electronic file
• Provides information and orientation to family service providers and collaterals regarding administrative procedures.
• Provides information/assistance to co-workers on CFSIS.
• Prepare files for transferring
• Prepare files for archiving upon closure
• Need to ensure compliance with regulations to files.
• Obtains demographic information on intake or case specific situations and, where necessary, assists in identifying and relaying information to collaterals or redirecting to appropriate resources.

Education and Experience:

• Post-secondary administrative and/or business administration training.
• Proficiency in a variety of computer applications (Word, Excel, PowerPoint, CFSIS, Access) in a network environment.
• Five (5) years in an administrative role preferably within a Child and Family Services environment.
• Experience working with Métis, Inuit and Aboriginal people.

Knowledge, Skills and Abilities:

• Excellent interpersonal, administrative and organizational skills
• Proven verbal and written communication skills
• Proven ability to manage multiple projects concurrently
• Proficiency in MS Office including Word, Excel, Access, PowerPoint and Internet
• Ability to maintain highly sensitive and confidential information.
• Ability to work effectively under pressure, meet deadlines and effectively handle multiple tasks.
• Access to a vehicle and possession of a valid Manitoba driver’s license as travel within the city and to Métis/First Nations communities will be required.

Prior to commencing employment the successful applicant will be asked to provide satisfactory results of a Criminal Record Check with Vulnerable Sector Search, a Child Abuse Registry Check, Prior Contact Check and a Driver’s Abstract upon hire at their own expense. A valid Manitoba driver’s license and the use of a personal vehicle are requisites as travel within and outside the city are required.

MCFCS offers a supportive and progressive work environment, competitive salaries, excellent benefits package and training opportunities.

We thank all who apply; however, only those selected for an interview will be contacted.

Preference will be given to qualified Indigenous applicants.

All are encouraged to self-declare in cover letter.

Deadline for applications is November 23, 2022.