Office Manager, Administration Process

Job title: Office Manager, Administration Process

Job description: Competition # : 37077

Department: Community Services

Location: Flexible

Type of Employment: Permanent

Union Status: Exclusion – Non Union – NSPG

Closing Date: 10/26/2022 (Applications are accepted until 11:59 PM Atlantic Time)

About Us

At the , we are a large and diverse department providing a broad portfolio of programs and services including Child Youth and Family Support (CYFS), Employment Support (ESS), Income Assistance (IA), Homelessness and Supportive Housing, and Disability Support (DSP).

Through our services, we advocate and help vulnerable Nova Scotians be independent, self-reliant, and secure. We work collaboratively across the province with a strong dedicated network of supports and staff, to achieve desired and shared outcomes for all.

About Our Opportunity

As the Office Manager, Administration Process, you will lead your team of clerical staff in the delivery of a wide range of administrative and/or financial services. You’re critical in supporting the Director and overall Finance and Administration Team at DCS and are the main point of contact for all administrative related enquiries.

This position reports to the Executive Director, Finance and Administration.

Primary Accountabilities

Your key responsibilities will include:

• Providing project management coordination, including implementation, control, managing agendas, resource scheduling, review project documentation to ensure deliverables are completed, and tracking/reporting project status
• Managing administrative / clerical staff performing administrative, transactional work;
• Supporting the Executive Director and Director team in a wide range of administration/financial services, including supporting the effective management of the high volume of requests and approvals in the Executive Directors office
• Documenting existing processes and, conducting process reviews to identify areas for improvement in service efficiency and effectiveness;
• Setting standards for administration procedures;
• Developing and tracking divisional budgets, as well as analysing reports and reporting variances;
• Performing facilities management responsibilities, including the management and maintenance of space allocation and inventory;
• Monitoring revenues and expenditures in accordance with procurement guidelines and forecasting budget requirements for the fiscal year;
• Ensuring the effective management and support for HR-related activity of the division, including (but not limited to) the coordination of all recruitment activities, maintaining current organizational structure, processes for on-boarding and off-boarding of employees, and the supporting the application of HR-related corporate policies.

Qualifications and Experience

To be considered for this opportunity, you hold an undergraduate degree, as well as several years of relevant project management and/or administration management experience. An equivalent combination of training and experience may be considered.

Project management certification, or current enrollment in such certification (with an anticipated completion date of 12 months), is required.

In addition to a strong background in project management and process improvement, you have experience in sourcing, procuring, purchasing and coordinating equipment and technology for a busy Finance division with over 55 staff in many offices across the province. Strong interpersonal and communication (written and verbal) skills are critical as you lead administrative staff in performing administrative/transactional work. You are comfortable working independently and in team settings valuing a diverse and inclusive work environment. You maintain strict confidentiality and adher to policies and procedures. Your excellent organizational skills and the ability to manage multiple priorities under tight deadlines allows for your resourcefulness and capabilities when finding solutions independently.

You are proficient in Microsoft Applications (OneNote, Teams, Word, Excel, and Outlook) and collaborative systems such as Sharepoint.

The following would be considered assets:

• Experience in managing and developing and forecasting budgets
• Tracking expenses

Equivalency

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Equivalencies which may be considered include but are not limited to several years of progressive experience in an administrative role.

Benefits

Based on the employment status, the Government of Nova Scotia offers its employees a wide range of benefits such as Health, Dental, Life Insurance, Pension, General Illness (Short and Long Term), Vacation and Employee and Family Assistance Programs. Click to learn more about our various benefits offerings and eligibility criteria.

Additional Information

Your worksite location is flexible. The Department of Community Services has offices across the Province. The Head office is in Halifax and it is expected that you will have regular travel to Halifax. Your worksite location will be determined at the offer negotiation stage.

What We Offer

• Career Development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career.
• Engaging workplace. Our Employees feel valued, respected, connected, and tuned in. We have forward-thinking policies and strategies.
• Countless Career Paths.
• Department Specific Flexible working schedules.

Pay Grade: EC 07

Salary Range: $2,147.26 – $2,684.09 Bi-Weekly

Employment Equity Statement:

Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve. The Government of Nova Scotia has an Employment Equity Policy, and we welcome applications from Indigenous People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities and Women in occupations or positions where they are under-represented. If you are a member of one of these equity groups, you are encouraged to self-identify on your electronic application.

Current government employees may access this posting through the link below:

Offer of employment is conditional upon the completion of all applicable background checks and confirmation of credentials, the results of which must be satisfactory to the employer. We thank all applicants for the interest, however, only those selected for an interview will be contacted. All questions and concerns may be directed to Competitions@novascotia.ca.

Company: Government of Nova Scotia

Expected salary: $2147.26 – 2684.09 per month

Location: Nova Scotia

Job date: Fri, 21 Oct 2022 04:25:06 GMT

Job Source: Careerjet.ca

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