Office Supervisor

at  Cochrane Area Humane Society

POSITION DESCRIPTION:

The Office Supervisor oversees administrative tasks to ensure they are performed adequately and in a timely and confidential manner. The role will be responsible for providing confidential and executive administrative support to the Executive Director. Candidates will be well organized, possess strong supervisory and communication skills with the ability to manage a wide variety of responsibilities and be able to prioritize tasks. The Office Supervisor works closely with the CAHS Bookkeeper to ensure the integrity of the CAHS financials.
The Office Supervisor will be responsible for providing progressive, positive leadership for the efficient and smooth functioning of the CAHS administrative offices. The incumbent manages several staff to ensure excellent administrative processes, customer service, and support to the Executive Director.
The Office Supervisor is a 40-hour week, Monday – Friday, with some flexibility to support fundraising and community events evenings and weekends. The wage is $25-$30/hour depending on experience.

QUALIFICATIONS AND SKILLS:

• Advanced computer skills with proficiency in the use of Excel, Word and Outlook
• Experience using Sumac, Acuity and Quickbooks preferable
• Supervisory experience preferable
• Strong ability to multi-task and shift priorities throughout the workday
• Excellent written and verbal communication skills
• Strong interpersonal and organizational skills and willingness to adhere to good standards of operational procedures, productivity and time management
• Ability to work closely with other staff, volunteers and the public in a positive, practical manner
• Valid Alberta Driver’s License and a clean driving abstract
• Genuine concern for the welfare of animals
  Please note: Only those candidates considered for the position will be contacted.
  Job Type: Full-time
  Pay: $25.00-$30.00 per hour
  Expected hours: 40 per week

Benefits:

• Dental care
• Extended health care
• Paid time off
• RRSP match
• Vision care

Schedule:

• Monday to Friday

Work Location: In perso

• Monitor, support and ensure a successfully daily workflow within the team
• Manage and mentor direct staff including recruitment, training, supervision, coaching and performance evaluations while providing motivating and compassionate leadership to achieve goals and objectives
• Oversee and delegate regular office tasks to administrative staff as appropriate, including:
• Maintenance of shelter phone, AV equipment and security system

• Staffing and program scheduling of Education Programs & Birthday Parties

• Staffing and program scheduling of Public Dog Training, Canine Behaviour offerings, PACE Program, Off Leash Parks & Grooming

• Reconcile daily cash and cheques received & prepare and make regular bank deposits

• Ensure timely and accurate donor and sponsor entries, thank you letters/communication and tax receipts

• Make applications for:

• Liquor, Special Event Insurance, Raffles etc.

• Maintain the Society’s files and Management & Employee Manuals

• Oversee all aspects of Norms Nook Pet Supply Store
• Work closely with the Payroll Administrator to prepare and present annual HR presentation to the Board of Directors
• Coordinate biennial Employee Satisfaction Survey
• Complete annual salary research process and collaborate with the Executive Director to update salary ranges as appropriate
• Source and schedule coverage for hospital staff as needed
• Take meeting minutes as requested by the Executive Director
• Assist with budget entries and tracking
• Provide administrative support to the Operations Manager and Volgistics program as needed
• Participate as a member of the Gala Committee & lead cash/registration at Gala event
• Provide administrative support to all CAHS programming, events, fundraisers, grants and the Annual General Meeting
• Update annual CAHS overview
• Attend and provide administrative support to the Annual General Meeting
• Proofread and edit shelter documents
• Engage in grant writing, research, coding invoices, and final reporting
• Post and keep current career opportunities on CAHS website and appropriate hiring platforms
• Write the bi-annual appeal donation requests and do mailings
• Provide Bookkeeper with appeal amounts for reallocations in QuickBooks
• Handle various other administrative tasks as assigned
• Complete all mandatory training
• Conduct oneself in a professional and courteous manner at all times while working as an employee of the Cochrane & Area Humane Society
• Communicate animal related health and behavioural concerns and any occupational hazards to the Operations Manager in a timely manner