Ontario
POSITION: Kingston District Administrative Supervisor
REPORTS TO: Kingston District Manager
HOURS OF WORK:
- Full-Time On Site; Indoor and Outdoor working conditions that may apply
- Weekdays and on call for some weekends
- Some travel within the Region and travel to District sites regularly
TRAVEL: Must be willing to travel to various sites within Kingston and surrounding area as needed.
RATE OF PAY: $47,000 to $52,000
BENEFITS:
- Dental Care
- Employee assistance program
- Extended health care
- Flexible schedule
- Life Insurance
- RRSP match
- Vision care
EFFECTIVE: Feb 3, 2025
JOB SUMMARY: The Kingston District Administrative Supervisor is responsible for ensuring all employees (all sites) are administered in accordance with Ontario Labour laws, ESA requirements, as well as with operations, HR and payroll policies. The Administrative Supervisor is the primary administrative agent (all employees/all sites) providing direction, assistance, and direct support to every administrative function including, but not limited to, company and legislative employment policy interpretation, personnel assessments, WSCFs, WSIB reporting, leave and vacation requests, and is required to maintain up-to-date district records for the Corps of Commissionaires. The Administrator Supervisor provides administrative support to every guard, site supervisor, client contract as well as directly advising, assisting, and supporting the Kingston District Manager. The Administrative Supervisor indirectly answers to the Director of Operations regarding all district administration. Additionally, the Administrative Supervisor will be required to periodically replace the District Manager during periods of leave or absence.
SKILLS REQUIRED:
- must possess superior oral and written communications skills.
- must possess excellent interpersonal skills.
- must have excellent organizational skills and critical decision-making skills.
- must exhibit excellent personal dress and deportment.
- must have strong computer skills/experience (Office, Word, Outlook, apps)
- must have excellent problem solving and organizational skills
- must have the ability to obtain and maintain a secret security clearance
- must have full G driver’s licence in order to drive company vehicle
- must have the ability to obtain and maintain a secret security clearance within 120 days of hire.
- preferred knowledge/experience in the security industry including understanding of best practices.
- post-secondary diploma/degree in Business Administration or equivalent an asset
- Security License is an asset.
QUALIFICATIONS:
- G license
- Able to obtain and maintain a secret clearance
- Willing and able to get Security license
- Would be considered an asset: post-secondary diploma/degree in business administration or equivalent experiences
REQUIRED SECURITY CLEARANCE:
Level II – Secret (requires 10 years minimum Canadian residency)
RESPONSIBILITIES:
- must represent the Commissionaires and the client professionally at all times including personal conduct, dress, and appearance
- must read, remain current with, and follow all Commissionaires policies, Terms & Conditions of Employment
- must read, remain current with, maintain, and follow all client & site SOPs/post instructions
- must assist in the selection process to fill staffing requirements for the district. Must assist with conducting interviews of potential hires and assist in generating questions and conducting interviews for internal applicants, as required.
- must administer the enrollment process by completing and submitting all required enrollment paperwork including, but not limited to, Terms & Conditions of employment, payroll documents, benefits documents, emergency contact information and initiating security clearance documents for all new commissionaires.
- must track, review, update and follow-up on all required district employee annual training, security clearances, security guard licences and first aid certification.
- must attend recruitment events and job fairs with regional staff as required.
- must field calls from currently serving and previous serving commissionaires, clients and union representatives as well as other regional and district staff.
- must routinely conduct site visits to confirm administrative control of site documentation such as SOPs and Commissionaire policy binders/information, and to pick up guard and incident reports or deliver site kits.
- must review, correct, distribute and/or maintain positive control over all official documentation submitted by district guards, supervisors, clients or other involved parties including, but not limited to, timesheets, incident reports, police reports, insurance claims, grievances, or any other pertinent operational issue.
- must track, review, generate and process assessments for all district guards (assigned and all spares). Must track, generate and confirm completion of probationary assessments within the allotted timeframes. Must track, generate and confirm annual assessments for all assigned and unassigned guards. Must track, review, correct and file positive performance reports such as letters of recognition and appreciation.
- must maintain an active call out list including all district guards for after-hours contact and submit to the SOC as updated. Must ensure scheduling software is up to date with employee contact information, site training information, qualification info or any other required information to ensure contact details are available and accurate.
- must review, generate and correct timesheets for payroll submission weekly for as submitted bi-weekly payroll periods. Must liaise with site supervisors and payroll staff to ensure any necessary payroll corrections are completed in a timely fashion.
- must coordinate and assist in the preparation of Client/Site SOPs and ensure site kits are created for pick up or delivery.
- must assist the district scheduler to ensure all available shifts have been covered as needed including performing necessary updates to Sling, reviewing of site schedules.
- must confirm weekly overtime to minimize overtime costs and must review all site timesheets before/as they are approved or submitted to payroll.
- must be knowledgeable with district scheduling software, as well as the duties and responsibilities of the district scheduler to be prepared to take on the duties of the District Scheduler during periods of leave or absence.
- must ensure WSCF’s, LOAs and other personnel administration is completed promptly and liaise with the Operations Administrator regarding administrative tasks.
- must ensure first aid reimbursement is processed correctly including generating, reviewing and submitting non-billable timesheets with new certificates and paid receipts for district guards. Submission is directly to payroll and certificates must also be added to personnel records.
- must ensure security licences reimbursement is processed correctly including reviewing, approving and submitting new licences and paid receipts for district guards. Submission is directly to operations for approval and addition to personnel records.
- must complete any reports for review and submission as requested by Director of Operations or the District Manager.
- must coordinate WSIB leave with commissionaire and/or Site Supervisors and assist HR in the completion of any WSIB reporting. Must ensure rapid reporting of all Health and Safety issues or of any WSIB claims.
- must record any/all shift refusals, attendance compliance issues.
- must attend all scheduled virtual or in person meetings.
- must assist and advise the District Manager on union matters.
- must share equitable on-call responsibility with other district staff for after-hours business calls as directed by the District Manager.
- must assume the duties and responsibilities of the District Manager in the absence of the District Manager and will report to the Director of Operations when doing so.
- must perform any other district duties as assigned by District Manager and/or Director of Operations.
APPLICATION PROCESS:
Applicants are requested to submit .pdf copies of the listed documents completing ONE submission only as follows:
Applications via Website
Applicants must submit:
- A cover letter specific to the position
- A current Résumé,
No website access is available/possible
Submit appropriate documents, as per your circumstances above, directly to:
Recruitment at [email protected]
APPLICATION DEADLINE:
Applications for this position will be accepted until 4:00 p.m. on 28 JAN 25.
NOTES:
All security work is 24/7 up to 40 hours per week and overtime is possible.
Submissions from currently serving Commissionaires for all Union locations and supervisory positions will be prioritized over external applicants.
Incomplete, multiple submissions or unsolicited submissions may not be processed in a timely fashion or may be removed from the applicant pool entirely.
Although the Commissionaires prefers to hire military, RCMP and police service veterans we remain an equal opportunity employer that strives to ensure an inclusive and diverse workplace. Our vetting, interviewing, and hiring practices employ the same focus towards inclusivity and diversity to provide as barrier free an environment as is possible.
Only candidates considered for an interview will be contacted.