The Office Manager will create, develop, and maintain administrative systems and HR supports for all programs of the Portal Youth Outreach Association. Systems will streamline the collection of data, client privacy and for the empowerment of the staff team. Maintenance of the administration will be carried out with the attention to detail and the changing environment of a dynamic organization.
Responsibilities
Office Management Responsibilities:
1. Improve and maintain systems for donations, donor records, and recognition according to organizational priorities.
2. A streamlined system for working onsite and offsite for all employees and volunteers.
3. Maintain ongoing statistical collection according to funding and association program goals.
4. Oversee the maintenance of relationships with vendors and systems for accounts, utilities and banking to increase the capacity and independence of clients
5. Maintain onsite and cloud systems for client records, release of information, and associated reports
6. Assist management and staff with creation of forms, reports, and publication materials
7. The inflow and outflow of all physical and electronic communication for the organization
8. Purchase and maintain inventory of office and program supplies.
9. Provide support in the maintenance of the website and social media presence
Human Resource Management
10. Maintain staff and volunteer HR records: police checks, child abuse records, and employee contracts.
11. Provide overall administration of the health and group RRSP plans
12. Maintain records on staff attendance, vacation, sick and lieu time.
13. Provide support in the maintenance of the Case Management system, website, and social media.
14. Provides the system and framework for best HR practises and management of staff.
15. Oversees the performance review process with Manager and program supervisors.
16. Oversees all job postings, hiring, and onboarding.
17. Coordinates the staff training and development plan for the organization.
18. Oversees the progressive discipline process.
19. Works in partnership with the Cultural Connector for an integrated equity, inclusion, and safe cultural practices with staff.
Requirements
1. A post secondary degree or diploma in related field- Business Management, Human Resource Management, Community Development, and/or Social Services.
2. Training and/or experience in Human Resource Management and Office Administration.
3. The candidate must have a demonstrated commitment to teamwork and personal development.
4. Experience in working in a community-based setting; personal life experiences are a definite asset.
5. A grasp on their own personal story and experience, having worked through their own trauma, addictions, or emotional challenges as it related to the work with vulnerable people.
6. Knowledge and understanding of youth, family, community, social and historical factors, discrimination, trauma, and its impact on youth development.
7. Knowledge, understanding and experience in working with culturally and socially diverse populations.
8. Demonstration of experience in working from a strengths-based and relationship-based perspective.
9. A valid driver’s license and access to a reliable vehicle may be required.
Job Type: Full time salaried position based on 37.5 hrs/ week; Pay rate: Salary- $52,000 per annum.
Working Conditions
Your personal resilience and ability to act decisively and with sound judgement in routine matters or crisis situations is critical. Our work in the community, at the Portal, and in our homes or housing programs differs substantially from traditional office settings, where you will facilitate and maintain an awareness to provide safety and security for youth, visitors, employees, and the public. While we take precautions, children and youth may demonstrate pain-based responses where Nonviolent Crisis Intervention (NCI) techniques may be required to ensure a safe environment. We provide training and coaching to all staff to provide the best support for youth and a satisfying experience for staff.
Portal Youth Outreach Association is dedicated to promoting diversity, equity, inclusion, and belonging in the workplace. We celebrate and welcome the diversity of all employees, stakeholders, and external personnel. 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 application.
Support and Performance Review
Staff will creatively approach their role with a set of program guidelines and job expectations within the policies of the organization. Support will come from one’s peers, supervisor, and collaborative teams. You can expect to set your own goals within your program, exercising your strengths and unique contribution. Our hope is help you to grow and develop as a unique individual while we celebrate unity in the midst of
diversity.
The candidate for employment with the Portal must be able to submit a clear police records check, a clear report from a Child Abuse Registry Check, and be willing to have references checked, and be willing to adhere to strict confidentiality requirements. The candidate will have a valid driver’s license and have regular access to a vehicle.
Please include a cover letter with your resume that outlines why you would be an excellent addition to our dynamic team.
To apply for this job email your details to russ@portalyouth.ca.