About

• About the Position: The Operations Specialist is a dual-focus role responsible for delivering essential, high-quality administrative and office management services, coupled with specialized analytical support for strategic reporting and operational policy development. This role is critical for ensuring organizational efficiency and governance assurance.

Responsibilities

• Strategic Operations, Reporting & System Management
• Operational Efficiency & Improvement: Proactively identify operational efficiencies, process gaps, and opportunities for automation in collaboration with the Operations Team and other departments.
• Business Plan Report Card: Support the data extraction from multi-system sources (e.g., Rippling, program outcomes, RTTC) and assist in drafting the narrative and metrics for the Annual Report Card.
• Organizational Reporting Support: Provide general support of reporting processes in Rippling, focusing on generating and managing existing reports as needed by the SMT or operational departments.
• System Analytics & Audits: Build and maintain custom dashboards for key organizational metrics (e.g., attendance, overtime, turnover). Maintain a living library of saved reports for quick access. This includes general procedure enhancements and audits across key operational systems.
• Rippling System Administration & Support: Maintain the central system support function, including responding to Rippling support emails, troubleshooting support requests, and assisting the Rippling team with the implementation of new organizational policies.
• Vehicle Incident Reporting: Maintain the vehicle incident reporting form, ensure the related script is running smoothly, and update procedures or scripts as needed.
• Policy & Contract Metrics: Monitor and map data findings against organizational policies. Ensure policy flow-through and changes are maintained, and confirm related scripts are running correctly. Update legislation for AI summaries as needed. Track contract reporting and expiration deadlines.
• Research & Innovation Support: Conduct rapid literature reviews and sector scans to produce evidence-based briefs that inform program and system development decisions.

• Executive & Office Administration
• Executive Support: Transcribe, format, input, edit, and distribute documents and reports with meticulous attention to detail.
• Correspondence Management: Manage internal and external communications, including reading, routing, drafting, and responding to correspondence. This includes maintaining the reception inbox and directing emails to the appropriate parties.
• Office Management: Manage reception duties (greeting guests, answering calls, directing inquiries). Maintain office supplies inventory, place orders, and manage confirmation of deliveries.
• Office Operations & Maintenance: Execute daily opening and closing procedures; liaise with the security company as required. Ensure all permits are up to date for the main office. Submit maintenance tickets through to the landlord, conduct cleaning walk-throughs, and actively maintain the general office space.

• Compliance, Filing & Asset Management
• Manager Assistance: Assist the Manager, Risk Management of Operations with other duties as assigned, contributing to risk mitigation strategies across the organization.
• Filing & Documentation: Maintain accurate and timely client, foster parent, and agency documentation, ensuring strict confidentiality. This specifically includes filing vehicle records, filing contracts, and maintaining core operational files.
• Asset Management: Maintain the asset management system for assigned items, ensuring accurate tracking and inventory.
• Event Planning: Organize and coordinate internal and external meetings, workshops, and staff events . Book and prepare boardrooms.
• Health & Safety: Serve on the Health and Safety Committee (including secretarial duties) and act as a member of the Emergency Response Team.

Qualifications

• Demonstrated experience in both administrative support and complex data analysis/reporting.
• Advanced proficiency in Google Workspace (Sheets, Docs, Drive, Calendar, Gmail) for collaboration, document control, and data manipulation.
• Proven capacity to extract multi-system data, build dashboards, and translate data into actionable insights.
• Effective written and verbal communication and professional demeanor
• Excellent time management and self-organization
• Strong problem-solving abilities and adaptability
• Experience working in a diverse, collaborative environment
• Approved Criminal Record Check and Intervention Record Check

• Required Competencies
• Administration positions at Closer to Home Community Services require 5 competencies: Optimizes Work Process, Interpersonal Savvy, Action Oriented, Self Development and Tech Savvy in addition to the CTH Price of Admission Competencies: Instills Trust, Person Focus, Communicates Effectively, Situational Adaptability and Ensures Accountability.

• Closing Date: Until suitable candidate is found

• We thank all applicants for their interest, however, only those selected for an interview will be contacted.
• For more information on our organization, please visit our website at www.closertohome.com.

• In the spirit of respect, reciprocity and truth, we honour and acknowledge that we are gathered on the ancestral lands of the Siksikaitsitapi (Blackfoot Confederacy), which is comprised of the Siksika, Kainai, Piikani and Amskapi Piikani Nations, and the shared territories of the Tsuut’ina Nation and Iyarhe Nakoda Nations, all of whom are the original signatories of the Blackfoot Treaty #7 in Southern Alberta. We also recognize Mohkinstsis (Calgary) as a home to members of the Metis Settlements and communities within Alberta.