Description
Annual Salary: $34.20 to $40.85 hourly (approx. $66,690.00 to $79,698.00 annually)
Competition Number: 24-47 NT
Community: Yellowknife
Closing Date: September 25, 2024 @ 5:00 PM MST
PURPOSE OF THE POSITION
The Administrative Coordinator provides office services that support regular office operation by implementing administrative systems, procedures, and policies, and by providing backup coverage for Reception, Official Languages and the Review Committee Registrar.
This position interacts with the Legal and Compliance Team and plays an active role in the delivery and coordination of administrative support for both the day-to-day operations and strategic objectives/initiatives.
SCOPE
The Workers’ Safety and Compensation Commission (WSCC) is a Crown Corporation of the Governments of the Northwest Territories and Nunavut, directed by a Governance Council through the President & CEO. The WSCC operates from headquarters in Yellowknife, and regional operations in Iqaluit and Inuvik.
The WSCC promotes safe work places through education and prevention, and cares for injured workers through a system of no-fault compensation. The Workers’ Compensation Acts of the Northwest Territories and Nunavut govern the system, funded through the collection of assessments from employers.
The WSCC is committed to an environment free of racism and discrimination, where people feel safe when receiving services. This can be achieved by respectful engagement that acknowledges the importance of cultural differences and values Cultural Safety.
This position is located in Yellowknife, Northwest Territories, and reports to the Vice President, Legal and Compliance. The Administrative Coordinator is a member of the Legal and Compliance team that consists of Communications, Policy & Legislative Review, Legal & Investigations, Audit, Stakeholder Engagement & Program Development, and the Review Committee. The incumbent is responsible for the day-to-day management and coordination of all administrative support and service for Legal and Compliance and must act as a model for service excellence, and ensure timely, high quality, cost effective work with meticulous attention to detail.
This position requires an organized, detail-oriented individual who is able to manage multiple tasks/projects at once in a fast-paced environment while providing a full range of office administration services. A high degree of discretion and confidentiality is required at all times.
RESPONSIBILITIES
1. Provides administrative support to Legal and Compliance.
- Prepares correspondence, reports, and documents for the Legal and Compliance Leadership Team.
- Assists in preparing presentations and other projects through research, writing, etc., using presentation and spreadsheet software, and the Internet and Intranet.
- Forwards tasks to Legal and Compliance Leadership and monitors progress and deadlines on the VP’s behalf.
- Schedules meetings, including video/teleconferences, prepares agendas, and records minutes as required. Provides updated files and materials related to these meetings.
- Makes travel arrangements and monitors Travel Authorization requests and credits for Legal and Compliance employees.
Monitors and maintains Legal and Compliance leave schedule, training request log, and safety meeting attendance reporting. - Maintains Legal and Compliance records in accordance with the GNWT Administrative Records Classification System (ARCS) and the WSCC Operational Records Classification System (ORCS).
- Maintains an inventory of communications promotional items, and coordinates re-ordering and organization of stock.
- Maintains an inventory of WSCC available publications (i.e.: Brochures, posters, safety sheets).
- Follows safe work practices and ensures the integrity of the WSCC’s Internal Responsibility System.
2. Completes income security verifications for the Access to Information and Protection of Privacy (ATIPP) Coordinator.
- Receives and reviews income support verification requests from ECE GNWT for program applicants.
- Reviews consent for release of information form to ensure it is complete.
- Searches WSCC system (CAPPS) to locate any claim payments received by the applicant within the specified timeframe.
- Responds to the requestor notifying them of search results and enters the results in a set tracking system.
3. Provides receptionist duties at the WSCC front desk as the Receptionist reserve position.
- Receives incoming telephone calls on the switchboard system and directs to appropriate WSCC Employees.
- Receives visitors to the WSCC; provides general information and directs inquiries to appropriate WSCC employees.
- Maintains a log and distribution of visitor and contractor cards.
- Arranges for parcel pick-up by local couriers.
- Maintains a log for incoming and outgoing mail and parcels.
- Maintains Reception area brochures, pamphlets, and other print media, and stakeholder hospitality supply inventories.
- Updates internal WSCC phone and fax lists, and website contact list.
- Tracks WSCC vehicle use, including distribution of vehicle keys and forwards information regarding vehicle repairs to Facilities unit.
- Processes employer account payments.
- Provides Review Committee registrar duties as the Registrar reserve position.
- Writes impartial case file summaries ensuring all evidence, relevant to the issues(s) under review, is available to the Committee to make fair and equitable decisions.
- Coordinates the review process.
- Acts as liaison between the Committee, appellants, representatives and other interested parties.
- Administers the day to day activities and scheduling of reviews.
- Takes minutes either electronically or hand written to transcribe hearing minutes.
- Reviews the Chair and Member written decisions for grammatical, punctuation, and spelling errors and confirms references to policies and legislation are correct.
- Prepares background information for decision papers, statistical reports and Ministerial briefing notes as required.
- Provides official languages duties as the Official Languages Coordinator reserve position.
- Manages all translation services using the WSCC’s translation management system.
- Ensures translations completed by contractors are within prescribed formats, standards and time frames.
- Manages individuals, organizations or firms that provide language services to the WSCC.
- Manages billings and coding to reflect translation services provided.
- Other administrative duties as required.
WORKING CONDITIONS
Physical Demands : Some lifting and carrying of boxes required.
Environmental Conditions : As typically associated with an office environment
Sensory Demands : As typically associated with an office environment
Mental Demands : Occasionally encounters stakeholders exhibiting frustration and whose behaviour may not always be respectful.
KNOWLEDGE, SKILLS AND ABILITIES
- Strong administrative skills;
- Excellent organizational, interpersonal, communication (verbal and written), and analytical skills;
- Ability to maintain a strict level of confidentiality;
- Excellent computer skills (including Word, Excel, SharePoint and presentation software)
- Ability to work with minimal supervision;
- Ability to prioritize tasks, maintain professionalism during stressful situations, meet short deadlines, and manage a fluctuating workload;
- Excellent customer services skills; and
- Working knowledge of GNWT Administrative Records Classification System (ARCS) and the WSCC Operational Records Classification System (ORCS)
Typically, the above qualifications would be attained by:
A Business Administration diploma and a minimum of 3 years of administrative experience in a multi-disciplinary environment.
ADDITIONAL REQUIREMENTS
Position Security : Position of Trust – criminal records check required
French language : Preffered
Aboriginal language: Preffered
Here are a few ways you will make a difference:
- Providing administrative support to the Legal and Compliance team.
- Completing income security verification for the Access to Information and Protection of Privacy (ATIPP) Coordinator.
- Providing backup receptionist coverage at the WSCC front desk.
- Providing Review Committee registrar duties as the Registrar reserve position.
- Providing official languages duties as the Official Languages Coordinator reserve position.
What you bring to the role:
- A Business Administration diploma.
- Minimum 3 years of executive administrative experience in a multi-disciplinary environment.
What we offer:
- The opportunity to positively impact the quality of life for workers across the NWT and Nunavut.
- A Northern Living Allowance of $3,700.
- Relocation assistance.
- A superior benefits package and enrollment in the Public Service Pension Plan.
- Learning and development programs and funding dedicated to your career growth.
- Generous leave entitlements and a workplace culture that supports a healthy work-life balance.
- A culturally diverse workforce that embraces change and welcomes your lived experience.
- Federal and territorial tax incentives such as the NWT or Nunavut personal tax credits and the Northern Residents Tax Deductions.
Criminal Record Check: Candidates must be able to provide a satisfactory criminal record check. Failure to provide a satisfactory check may deem you disqualified from the competition.
If this sounds like a good fit for you, please forward your resume quoting competition number here
Affirmative Action: Candidates must clearly identify their eligibility in order to receive priority consideration under the Affirmative Action Policy.
Diversity and Inclusion: The Workers’ Safety and Compensation Commission is an inclusive workplace. If you have a disability and you require support during the hiring process, you are encouraged to identify your needs if you are contacted for an assignment or interview so that you may be accommodated during the hiring process.
Eligibility: Eligibility lists may be created from the competition to fill future term and indeterminate positions
More Specifications: The Workers’ Safety and Compensation Commission’s (WSCC) vision is to eliminate workplace diseases and injuries. Our mission is to promote workplace health and safety while providing no fault insurance to employers and care for injured workers. Our values are respect, engagement, integrity, openness, cultural safety, excellence, and stewardship in the workplace.