Administrative Officer (Replacement) - Office of the Deputy Director General - Operations

INTERNAL AND EXTERNAL POSTING
Priority shall be given to qualified Cree Beneficiaries
Anichii iiyiyuu aschiihch kaa masinaasuutwaao niishtam kata wiyaamakanuuwich

OPEN POSITION

ADMINISTRATIVE OFFICER - Office of the Deputy Director General - Operations

LOCATION OF WORK

Mistissini – Administrative Centre

NATURE OF WORK

The position of Administrative Officer encompasses the performance of the management duties pertaining to the technical and administrative activities for the office of the Deputy Director General (Operations) ("DDGO").

CHARACTERISTIC FUNCTIONS

Working closely with and supporting the operations and services within the office of the Deputy Director General (Operations), the Administrative Officer is generally expected to:

• Contribute to the consultative and engagement process for developing the objectives and strategies of the School Board and the DDGO dealing with her/his administrative unit and, where applicable, collaborate with other staff members;
• Participate in developing and updating the administrative policies, systems, standards and procedures related to her/his sector of activity and ensure they are applied;
• Participate in the development and implementation of new and special projects within the office of the Deputy Director General (Operations) as well as their monitoring;
• Implement and maintain efficient up-to-date systems, tools and procedures, including document and file management and administrative standards that respond to the needs of the department;
• Participate in other projects and files requested by Deputy Director General (Operations);
• Participate in determining the work priorities and provide efficient, organized and quality services to these work priorities under the office of the Deputy Director General (Operations);
• Carry out or supervise the execution of activities and projects for which she/he is responsible;
• Provide advice and guidance in areas relating to staff, planning, and relationships within the department and other services and partners;
• Work in close collaboration with the Deputy Director General (Operations) in preparing project planning and development, meetings, working sessions and identifying and classifying agenda items, including the preparation of presentations for the Deputy Director General (Operations);
• Compile and prepare presentations and reports as required, especially those pertaining to the activities within the DDGO services;
• Distributes information to the appropriate members and departments before and after meetings, work and planning sessions and upon reaching milestones;
• Participate in the onboarding and orientation of new employees as to work calendars, on-going projects, reporting protocols and other identified organizational information;
• Train and coordinate staff and projects under the office of the DDGO, including performing duties related to the implementation of programs and projects as well as coordinate the work of staff in performing duties related to the implementation of programs involving technical operations for which he or she is responsible;
• Assist, if necessary and feasible, the administrators of the institutions and the administrative units of the school board;
• Use various software needed to perform his duties including assisting staff members with the software/system tools specific to their work;
• Work collaboratively with Material Resources and Information and Technology departments in the provision and coordination of shared services;
• Prepare reports intended for the organizations concerned and ensures the distribution;
• Carry out technical analyses of projects, accounts and reports;
• Monitor and validate transactions, and applies modifications when needed;
• Guide staff in identifying and facilitating access to financial partners and sources;
• Collect, analyze and synthesize data required for preparing the budgets and proposals; including the monitoring of activities and assist the persons concerned so they adhere to the rules prescribed;
• Apply and adapt management techniques to the delivery of specific administrative activities and current operations;
• Supervise and oversee the day-to-day activities of the support staff of Deputy Director General (Operations), in her/his absence;
• Monitor budgets and projects, and authorize expenses relating to Deputy Director General (Operations) for amounts within signing authority;
• Maintain professional and effective communications with internal and external partners, and provides the necessary information and/or supporting documents when required;
• May be called upon to provide training for staff under the office of the Deputy Director General (Operations);
• Performs administrative tasks as needed (i.e. travel, correspondence, etc.);
• If need be, performs any other related duties.

MINIMUM REQUIRED QUALIFICATIONS

• Hold a College Diploma in an appropriate field.
• 3 years of relevant experience;
• Bilingual (Cree-English);
• Knowledge of French is a definite asset;
• Excellent operation of Office software, including Office 365;
• Available to travel on short notice;
• Strong research skills;
• A background in project management is considered an asset;
• Good and demonstrated public speaking and presentation skills is generally required;

BEGINNING OF EMPLOYMENT

As soon as possible

EMPLOYMENT CONDITIONS

Replacement position for a long-term undetermined period.
35 hrs/week