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Notice: Timmins Office

District Office Supervisor - Northeast | Sudbury | COMPETITION # 2019-016

JOB POSTING: COMPETITION # 2019-016
 
DATE: March 19, 2019 
POSITION: District Office Supervisor - Northeast
DEPARTMENT: Human Resources
LOCATION: Sudbury
START DATE: Immediately
POSITION STATUS: Permanent; Full-time, 35 hours per week 

POSITION SUMMARY

This newly created role will provide direction for district office operations including administration, finances and facilities management. The successful applicant will assist the Program Directors with CHS service delivery, and manage and provide direction to various groups including general administrative operations and support staff; students and volunteers. The position will be based in Sudbury and will have responsibility for the Sudbury, Belleville, Kingston and Ottawa offices. 

KEY RESPONSIBILITIES

Direct Service

  • Responsible for all aspects of building and office administration including the day-to-day management of designated locations, security and related emergencies/issues
  • Ensure office staff back-up coverage is provided.
  • Coordination/execution of agency-wide initiatives/projects, such as fundraising campaigns, ASL classes, product sales, etc. in consultation with the appropriate programs.
  • Promotion of CHS’ services as appropriate.
  • Achievement of established revenue goals in consultation with the appropriate program managers.
  • To assist where required with all third-party billings, ensuring an accurate reflection of costs and abreast of any/ all new legislation that might impact funding
  • Coordination of other required initiatives such as Health and Safety compliance, Risk Management, etc.
  • Lead annual fire drills
  • Provide back-up coverage support in the absence of the other District Office Supervisors as required
  • Receive request for One-Mail hook up and set up same (LRA); receive and process requests to close One-Mail hook-up
  • Respond to immediate clients complaints

Administration

  • Assist the District Office Lead in relation to the ongoing development of office administration through analysis, correspondence, budgetary projections, funding, etc...
  • Manage location facilities related issues including general upkeep and liaising with various contractors and landlords.
  • Consult with and assist the Manager, District Office Administration in the coordination and planning for new office needs through analysis, correspondence, and budgetary projections in consultation with program managers.
  • Ensure that all new staff are fully set up with a workstation, appropriate equipment and networked on the computer system.  (Keys, alarm codes, passwords, office orientation, working with IT to set up individuals on the network ongoing support).
  • Prepare local funder reports for Program Director’s review and final approval.
  • Accurate recording and reporting of all attendance and paperwork related matters for Human Resources.
  • Oversee staff in the coordination of internal & external meetings, workshops, focus group sessions, e.g. Orientation, Staff Meetings, etc...

Financial Management

  • Prepare, maintain and monitor budgets, grants or project submissions in consultation with Manager, District Office Administration.
  • Monitor monthly expenses and revenue and find solutions to ensure viability.
  • Ensure accurate financials are kept and all financial reports are submitted on time.
  • Provide timely and accurate local funding submissions and proposals, including periodic reports under the supervision of the program director.
  • Manage fee-for-service contracts and prepare claims and reports as required.  Maintain and prepare information related to A/P and A/R including invoices, cheque requisitions, billings, etc...
  • Network and liaise with other District Office Supervisors/Manager, District Office Administration as appropriate regarding funding issues.
  • Review and reconcile monthly financial statements which include accruals and journal entries. 

Supervision

  • Provide ongoing support and direction to designated staff including annual performance evaluations.
  • Facilitate professional training for admin staff in consultation with the District Office Lead and CHS objectives e.g. sign language classes for staff
  • Problem-solve day-to-day internal conflicts.
  • Provide management of staff in conjunction with CHS policies and the Collective Agreement.
  • Recruit, supervise, discipline and terminate staff in consultation with the District Office Lead.
  • Provide leadership to staff in relation to program planning and development.
  • Attend and participate as an active member of CHS management staff 

QUALIFICATIONS

  • 2 year College Diploma in Office Administration, Accounting or General Business program; or equivalent.
  • 3-5 years related management experience including previous finance, budgeting and program development experience.
  • Experience in supervision of staff and inter-personal conflict resolution and staff development.
  • Experience with United Way budgeting requirements and financial reconciliation, and familiarity with other local funders’ reporting requirements.
  • Trouble-shooting ability as it relates to computers, video conferencing equipment, and other office equipment.
  • Ability to balance workload, to maintain high levels of customer satisfaction and respond to shifting priorities and multi-task.
  • Excellent interpersonal, communication and organizational skills.
  • Proficiency in ASL or willingness to learn.
  • Proficiency in MS Office Suite and the Internet.
  • Valid driver’s license and access to a vehicle in order to travel within the region; occasional out of town e.g. training.
  • Demonstrated sensitivity to working in a culturally diverse environment; knowledge of issues related to hearing loss and Deaf Culture an asset.

In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), CHS will provide accommodation, accessible formats and communication supports for the interview upon request.

Email Resume and Cover Letter to: careers@chs.ca 
Subject Line: Competition #2019-016

Please email your resume and cover letter as an attachment or paste the Cover letter and resume into the body of the email. Remember to put the competition number in the subject line. Thank you for your application.

THE CANADIAN HEARING SOCIETY SUPPORTS AN AFFIRMATIVE ACTION HIRING PROCESS FOR CULTURALLY DEAF AND HARD OF HEARING APPLICANTS.

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