Position profile: Administrative Supervisor - Child Intervention

Learn more about the position in the job posting.

  • Job Title: Administrative Supervisor - Child Intervention
  • Work Unit: Calgary and Area Child and Family Services
  • Ministry: Alberta Children's Services
  • Competition Number: 1053800

Purpose

This position provide supervision, guidance, and direction to a unit of Administrative Support staff in the provision of support services for 6 or more programs within the office including Child Intervention, Family Enhancement and programs such as Adoptions, Post-Adoption Support, Foster Care, Child Care Licensing and Family Support for Children with Disabilities. This position also responds to complex queries and situations referred by other staff and/or public. This primary role of this position is to review and approve payments/invoices in the DAPS, CMAS, CCIS and FSCDIS financial systems. Other management, I.T. and building maintenance.

Responsibilities and Activities

Responsible for ensuring Legislation, regulations, policy, and procedures are following in reviewing contracts, agreements and invoices for approval in DAPS, SMAS, CCIS, and FSCDIS. This position as the approval/release function in DAPS, CMAS, CCIS and FSCDIS inquiry/reporting access in IMAGIS and will help supervise all accounts payable processing in this site.

  • Monitor service expenditures and advise Case Managers when committed funds are low or use up.
  • Liaise with vendors, Regional Business Administrators, and Accounting Office.
  • Generates EPS, 7001, and 1001 reports for all programs at the MST site

Supervise three or more Administrative Support Staff.

  • Provide training to Administrative Support Staff responsible for Child Care Licensing, Child Intervention and Family Support for Children with Disabilities functions as needed to ensure work is completed.
  • Sets performance goals, completes progress reviews and annual appraisals for each employee supervised.
  • Acts as liaison between Child Care workers, Child Intervention workers, Family Support for Children with Disabilities workers and Administrative Support Staff.

Direct and perform a variety of administrative support responsibilities or the workers. Activities are:

  • Review screenings and investigations (including repatriations) in the Child and Youth Information System (CYIM)
  • Commission and whiteness documents are required.
  • Review and code invoices to ensure their accuracy and track payment.
  • Release invoices through electronic payments system for payment.
  • Maintains maintenance and tracking statistics.
  • Maintains upkeep of office equipment i.e. photocopiers, faxes, printers, etc.
  • Communicate and ensure adequate Administrative Support coverage within the office at all times.
  • Enforces procedures to ensure office security is maintained.
  • Enforces Occupation Health and Safety, Job Hazard Assessment and Office Ergonomic guidelines are adhered to.

Scope

Supervision of multiple Administrative Support staff. Provides administrative support to Child Care Licensing workers, Child Intervention workers and Family Support for Children with Disabilities workers.

Knowledge, Skills and Abilities

Must have an in-depth understanding of the Department Accounts Parable System (DAPS), Contract Management Accounts System (SMAS), child Care Information System (CCIS) and Family Support for Children with Disabilities Information System (FSCDIS).

Requires a good working knowledge of the Child Intervention, Family Enhancement, Permanency Planning, Adoptions, Post-Adoption Support, Foster Care, Child Care Licensing and Family Support for Children with Disabilities programs.

High School Diploma, several years related office experience, supervisor experience an asset.

Intermediate skills in Windows, Microsoft Office (Word, Outlook, Excel and Access)

Supervisor and time management skills.

Requires knowledge of the Department and working knowledge of the Department’s systems and procedures.

Excellent keyboarding skills; working knowledge of a variety of software programs including CYIM, DAPS, SMAS, IMAGIS, CCIS, FSCDIS

Good communication skills and ability to work independently.

Contacts

Primary influence is through internal contacts by providing guidance, implements direction, participates as part of the Administrative Support team and works with other Administrative Team Leaders for planning and delivery of administrative and program support functions for the office. External contacts include parents receiving financial support for children and various agencies providing support for parents for the purpose of providing information, explanation and/or gathering information. Responds to Child Intervention phone line and directs callers appropriately.

Supervision Exercised

To be determined.

The Government of Alberta is committed to a diverse and inclusive public service that reflects the population we serve to best meet the needs of Albertans. Consider joining a team where diversity, inclusion and innovation are valued and supported. For more information on diversity and inclusion, please visit the Diversity and Inclusion Policy.