POSITION TITLE:
Supervisor of Administrative Services –
Community Planning & Development
POSITION NUMBER:
REGION:
North
LOCATION:
Terrace
CURRENT CLASSIFICATION LEVEL: Clerk R14
DATE: May 2007
SUPERVISOR POSITION NUMBER
85850
SUPERVISOR’S TITLE/CLASSIFICATION:
Manager of Community Planning &
Development
PROGRAM
Community Living British Columbia [CLBC] is responsible for the ongoing planning and delivery
of community supports and services for adults with developmental disabilities and families who
have children with developmental disabilities throughout the province. CLBC has two main
areas of responsibility: 1) Community Planning and Development which provides independent
planning support to individuals and families with children; and 2) Quality Services which is
responsible for the establishment of and eligibility for funded supports, negotiating contracts
for services, monitoring to ensure services are provided, as well as ensuring appropriate
safeguards are in place for children and adults with developmental disabilities. CLBC’s vision
for those it serves is Good lives in welcoming communities.
PURPOSE OF POSITION
Reporting to the Manager of Community Planning and Development, the Supervisor of
Administrative Services works independently and is responsible for developing, organizing and
supervising all financial and administrative functions related to the Community Planning and
Development team as required by operating policies and procedure as well as various Acts and
related legislation. This position is accountable for assuring that the office administrative
systems conform, to CLBC’s Vision, Mission and Values, in its day to day operations.
JOB DUTIES AND ACCOUNTABILITIES
Key roles will include:
1. Supervises and directs the activities of administration staff:

interviews, selects and trains staff; monitors their progress; prepares, conducts and
signs performance appraisals; and takes disciplinary action when necessary in
accordance with the Collective Agreement;

establishes goals, objectives and performance standards for administrative staff by
monitoring and evaluating work performance, completing periodic formal performance
plans, and developing training plans;

directly supervises administrative support staff within the office and may supervise
staff in satellite offices and on float;

fosters a team environment by holding regular administration meetings to identify and
develop work processes that address specific administrative needs within the office;

monitors and reviews workload priorities, accuracy, timeliness and progress on a
regular basis;

resolves work priority conflicts to ensure efficient and effective service delivery to
families and persons with developmental disabilities;

investigates and resolves performance issues; making recommendations to the
appropriate Manager on matters of discipline in consultation with Human Resources;

schedules and approves leaves of absences;

assists administrative staff in coping with unpleasant dealings with upset, angry,
demanding or unpredictable people; implements safety procedures and protocols:

provides support and guidance to staff in dealing with sensitive and disturbing
information presented in recorded material and/or direct contact with families and
persons with developmental disabilities:

ensures all administrative staff develop an annual Performance Plan and receive an
up-to-date job description

ensures all administrative staff receive a performance review annually;

ensures appropriate training for administrative staff.
2. Provides administrative support in financial functions:

advises the Manager of changes, issues and concerns of a financial and administrative
nature;

exercises spending authority for office administration budgets, personnel expenditures
and recommends payment as necessary according to budget limitations and policy;

audits travel vouchers to ensure compliance with procedures; verifies and codes
invoices for travel; identifies and resolves discrepancies immediately;

holds responsibility for petty cash disbursements for both administrative and program
expenditures and a purchase card (VISA) for administrative expenditures; ensures
purchases are made in accordance with Financial Administration Act;

advises employees of CLBC’s financial policies and procedures;

exercises and monitors imprest cheque signing authority as per policy;

ensures negotiable documents are secure and maintains segregation of
signing/payment authorities;
3. Initiates the requisition and maintenance of material, equipment, supplies and
telecommunications systems:

researches and evaluates options for purchasing and leasing when making requests for
acquisition of photocopiers, furniture and equipment;

makes sound decisions regarding all purchases of office supplies and services;

initiates requests for acquisition of telecommunication systems and equipment,
computer systems and equipment and submits to Finance and Administration for
processing;

liaises with CLBC Headquarters, specifically with the Manager of Facilities and
Administration, Managers and the Manager of Information Technology Services
Division regarding purchase, maintenance and service problems;

maintains furniture and equipment inventory and arranges for disposal, maintenance,
and cleaning of furniture and equipment as required; identifies where repairs,
replacements or upgrades are required;
4. Supervises the provision of administrative services:

makes recommendations regarding facilities including office relocations, tenant
improvements, building maintenance and repair, and internal moves; identifies health
and safety issues in conjunction with local Occupational Safety and Health Committees
and recommends solutions;

implements and monitors procedures to ensure building security;

identifies and evaluates office requirements through discussions with Manager to
ensure staff needs are adequately served and to resolve space allocation problems
caused by conflicting needs;

maintains leased vehicles by arranging for regular service, repairs and AirCare,
reporting for budget requirements, reporting mileage, arranging for vehicle transfers,
maintaining security and safety, reporting accidents and liaising with the Manager of
Facilities & Administration

develops, implements and trains staff on office policies, procedures and systems;

organizes office hard copy and electronic filing systems, ensures timely scanning of
documents, and ensures records management procedures meet Administrative and
Operational Records Classification Systems and BCARS policies including use,
maintenance, retrieval and disposal of client and administrative files;

ensures the provision of reception and telephone in-take services to the public,
agencies, families and persons with developmental disabilities and CLBC employees;

ensures that incoming mail is processed accurately and that outgoing mail meets CLBC
standards;

ensures Freedom of Information and Protection of Privacy Legislation compliance in
processing requests for information and retrieving documents and/or data.
5. Provides human resource administrative services in compliance with CLBC’s Vision, Values
and Mission as it relates to the work of the administration team;

identifies administrative staffing needs in consultation with the Manager of Community
Planning and Development. Ensures adequate administrative coverage in all satellite
offices;

participates as a member on selection panels for administrative support positions;
develops questions/answers and rating guides; conducting reference checks;

provides job training and orientation to administrative support staff with emphasis on
the importance of the admin staff in ensuring that CLBC has a positive public image.

monitors attendance and processes human resource/payroll forms for admin staff;

monitors STIIP and LTD documentation for admin staff in conjunction with Human
Resource department;

maintains vacation and staff leave management systems;

for administrative staff, advises on and interprets Collective Agreements and other
human resource policies; ensures benefits, hours of work, overtime and other
Collective Agreement provisions are administered according to policy;

initiates, prepares substitution pay forms and WCB accident reports.
6. Coordinates office equipment:

participates on project teams involved in the development, testing and maintenance of
new business processes;

liaises with the Manager of Facilities & Administration for the up-grading and
installation of new technology and liaises with Community Living Headquarters to solve
problems and/or make recommendations for enhancements;

arranges for the necessary maintenance and servicing of office equipment;

initiates and maintains changes in computer security access profiles and arranges for
training in computer systems for all office staff.
7. Performs other related duties:

coordinates and responds to a variety of requests from the general public, community
and government agencies relating to CLBC’s programs and services; refers non-CLBC
inquiries to other sources for information;

participates in meetings and on various committees such as Occupational Safety and
Health, Finance and Administration;

assists in providing information required for CLBC inquiries, audit queries and special
projects;

maintains a professional approach to working relationships and resolving conflicts; and
communicates effectively;

assists with office coverage during unplanned absences, vacations and peak workload
periods.

utilizes computer systems, document scanning, electronic mail and personal computer
equipment and software frequently.
EDUCATION
Grade twelve diploma or equivalent education required and the completion of a
Business College or a Secretarial course, OR a five years related experience,
education and/or training (e.g. clerical or administrative support and
experience/training in keyboarding and other standard computer applications (e.g.
word processing, spreadsheets, data bases, and the internet and supervisory
experience.
KNOWLEDGE, EXPERIENCE, ABILITIES & SKILLS
KNOWLEDGE

good understanding of CLBC programs and resources

administrative procedures;

computer systems/software.
EXPERIENCE

demonstrated applied leadership experience including motivating and managing
employees;

developing and implementing projects and/or programs and administering contracts
and budgets;

inspiring and developing people and teams to reach their fullest potential;

supporting and encouraging new ideas and approaches to enhance performance and
results.
ABILITIES & SKILLS

clearly and effectively communicate, both orally and in writing at level consistent with
the group or individuals with demonstrated patience and tolerance;

lead the development of group objectives and to enhance the output of the group
through collaboration with management and staff;

work independently or as a team member with a multi-disciplinary environment and
with other professional staff, persons with developmental disabilities and their families
as well as service providers;

work in a high pressure environment;

proven ability to demonstrate tact, diplomacy, and influence while supervising,
directing and training staff;

able to listen and understand various points of view. Mediating and resolving
disagreements when necessary;

establish and maintain positive and productive working relationships with colleagues,
staff and service providers;

use computer applications to (enter / and retrieve data / access information / produce
and edit a variety of effective correspondence, documents and reports).

organizational and time management skills with the ability to manage several
concurrent projects;

listening skills with the ability to quickly grasp key issues of information;

critical thinking skills;

negotiation, persuasion/influence management skills.
Competencies:
Service Orientation
Results Orientation
Teamwork and Cooperation
Listening, Understanding and Responding
Relationship Building
Expertise
Flexibility
I confirm that:

Accountabilities/deliverables were assigned to this position effective; (Date).

The information in this position description reflects the actual work performed.

A copy has/will be provided to the incumbent(s).
Name:
Signature:
Date: