CharityVillage

FERNIE YOUTH SERVICES
OFFICE MANAGER
JOB POSTING

Seeking candidates driven by caring, purpose and making a difference in the lives of young people! 

About Us
Helping youth flourish and contribute to safer communities for a lifetime. We provide safe housing, open custody, community reintegration, and employment readiness to help youth in and at risk of being in conflict with the law find purposeful living. Caring Beyond Reason® is at the heart of our programs for youth and their families. In the spirit of George Fernie, we provide at risk youth with the relationships, knowledge and abilities needed on their journey from the youth justice system to being contributing adults.

What’s it like to work here?
Always going above and beyond, we give the next generation hope to become the best versions of themselves.  That is us.  An organization of diverse professionals focused on creating hope and purpose in the young persons we support.  And we support each other, through learning, listening and support to develop a career of value and meaning, wherever you are on your career journey.  And we have big plans! Journey of Hope, our 3-year strategic plan, is full of exciting new ideas to expand our reach – to reach more young people, in more communities, and in more ways – for the next 6,000 young people.

About the Role
The Office Manager is a key role for our organization, overseeing the day-to-day operations of human resources, payroll, employee benefits, health & safety, general IT and phone support, insurance, document management and board administration for Fernie Youth Services and the Fernie Youth Foundation, and facilities and housekeeping. The Office Manager manages and administers key functions and processes that enable our programs to run well, which allows the organization to have the greatest positive impact on the clients we serve.
This person needs to have an HR background, be organized and have high attention to detail, take initiative, thrive in a role with a wide scope. This person will be wired to take initiative and love to get things done. S/he also need to build relationships with staff from all programs and across levels, and be confident interacting with our youth clients as well.

Responsibilities
Finance Support

• Facilitate Fernie’s procurement processes
• Support finance and expense management as needed
• Liaise with the fractional Accountant to ensure they have the insights and resources they need

Human Resources

• In partnership with program leaders, lead the recruitment, selection and onboarding processes for new employees
• In partnership with leaders, administer the annual employee performance coaching cycle
• Serve as general HR executer on other key areas related to the organizational HR strategy
• Provide coaching and employee relations support
• Ensure that employment related policies stay up to date
• Liaise as needed with HR consultant, benefits providers, payroll provider, legal counsel on projects and pressing issues
• Oversee timecard management
• Using third party providers, process all payroll and benefits with no errors, and ensure all data and information are kept up to date

IT & Phones

• Oversee land lines and employee cell phone plan, ensuring appropriate maintenance and upgrades happen
• Oversee administration of Microsoft 365 and SharePoint
• Oversee part-time staff member who provides help desk type support, ensuring quick turnaround times
• Ensure all employees have the laptop/computers needed, including regular maintenance and upgrades
• Liaise with contracted services for proactive network administration support
• Ensure all other Fernie technical equipment is maintained and upgraded as needed

Ministry Reporting & Licensing

• Ensure all necessary reporting to the appropriate government ministry areas is done on time with no errors
• In conjunction with program managers, ensure all ministry licensing requirements are up to date
• Manage the ministry reintegration funding requests, and ensure contracted bookkeeper has appropriate information for completing transactions and monthly reports

Document Management

• Ensure all client and employee files and records are maintained and kept according to regulatory guidelines including ministry, CRA, YESS and privacy
• Ensure documentation management adheres to both legislative and internal practices related to privacy, security, retention standards and practices
• Train and coach staff to know and understand the document management standards
• Provide oversight to paper and electronic document management, storage and naming conventions.

Health and Safety

• Administer Fernie’s health and safety programs and training in accordance with regulations
• Ensure all staff participate in the health and safety training
• Participate on joint health and safety committee, as needed

Other Responsibilities

• Support the organizational strategic plan
• Ensure all insurance is reviewed annually and maintained, and process all claims
• Provide administrative support as needed to the Board of Directors for the two boards, including meeting minutes
• Oversee contracts and relationships with housekeeping and maintenance services at Grace House, and building leases
• Provide administrative support as needed to the other departments
• Engage with the youth in our services
• Maintain good relationships with all contracted professional services including human resources, payroll, benefits, legal counsel and IT administration
• Be ready to be “all hands on deck” and help in another department as the need arises
• Other responsibilities as assigned

Relationships:
The Office Manager reports to the CEO and supervises a part-time administrator. S/he will also work collaboratively with the other staff members providing support and resourcing, answering questions and ready to jump in to help where needed. This individual will also work with the fractional accountant, HR and IT consultants and legal counsel as needed.  

About You: Knowledge, Skills and Abilities

• Post-Secondary degree or diploma from an accredited college or university in a field related to the scope of work
• Minimum of 2 years HR generalist experience
• Minimum of 5 years of experience working in a similar type role; experience in particular in payroll, facilities, risk management and/or IT will be an asset
• Strong skills in the Microsoft suite
• Thrives working as part of a team and individually
• Strong organizational and attention to detail skills
• Police record check with vulnerable sector screening
• Must have a valid driver's license
• Embody and demonstrate the Fernie Youth mission: guided by values of respect, integrity, compassion, and excellence we serve youth in and at risk of being in conflict with the law on a journey towards reintegration and purposeful living.
• Embrace the values and philosophy of Fernie Youth Services (Caring Beyond Reason) 
• Demonstrate a level of sensitivity and understanding of the client population’s cultural and socio-economic characteristics
• Know when to take initiative and how to proactively solve problems
• Known by others as a person of empathy, kindness, and positive attitude
• Need to have a good understanding of HR processes, and a deep understanding of Health & Safety
• Need to have a basic understanding of operational management and basic IT knowledge
• People management experience is an asset

About Salary and Benefits:

• Full-time 40 hours per week
• Location – in person at main office
• $55,000 to $60,000 annually
• Comprehensive health and dental benefits plan, with flexible health spending account
• Staffing training and development opportunities throughout the year
• Flexible working arrangements, including hybrid work-from-home options
• RRSP contribution matching

To Apply
Please send your cover letter and resume to Karen Haw at khaw@fernieyouth.ca