Supervisor, Performance and Administration (Waste Management)

The Role

Supervises performance measurement, data, financial, and administrative services for the Division. Leads business optimization projects to support cost-effective, measurable, efficient divisional programs and services. 

Duties/Responsibilities

• Supervises Financial and Data Specialists (Waste Management) and Program Assistants (Waste Management) and students. 
• Conducts research and data analysis and develops and implements strategies to enhance efficiencies and productivity. Defines, develops, and evaluates performance indicators and prepares data for presentation and publication.
• Ensures the Division’s position is accurately presented and reported internally and externally. Monitors financial and operational performance and provides variance analysis.  
• Completes reviews and audits, and recommends improvements for current and proposed divisional programs and services. 
• Creates tracking systems and manages data collection and reporting on numerous platforms. Identifies and reports on corporate performance measures, and leads national, provincial, and/or municipal data collection and performance measure initiatives on behalf of the Division.
• Leads internal and external projects and initiatives related to performance management and benchmarking. Provides strategic recommendations and inputs based on data to support divisional unit decision making.
• Administers the annual budget process for the Division including coordinating the development of operating and capital budgets, forecasting tonnage and revenue, advising the Director and managers on impacts of decisions, and recommending options to achieve targets and goals.
• Analyses key drivers impacting the budget. Ensures updates to base budget are accurate. Makes recommendations to implement and update divisional fees and fee structures. 
• Researches, interprets, and completes funding applications to ensure maximum funding is received.
• Tracks performance of the Division’s major service contracts, provides data for negotiations, and calculates financial impacts of contract language changes.
• Supervises divisional administrative support services. Ensures efficient use of resources including office space, clerical support, and office equipment and systems. Maintains inventories of office and mobile/communication equipment, and establishes replacement strategy and reserve fund contributions.
• Assists management to coordinate permanent, seasonal, and student hiring in collaboration with Human Resources. Administers system onboarding for new hires. Assists management to administer staff training, safety, and certification programs.
• Trains and supports divisional staff in administrative and financial systems, software, and accommodation related issues.
• Writes administrative policies and operating manuals.  
• Provides expertise to staff when implementing systems, initiatives, management tools, and information systems. Identifies areas for improvement by researching, developing, evaluating, and providing recommendations to improve financial and administrative policies, procedures, functions, systems, programs, and services. Informs staff regarding administrative procedures and monitors for compliance.
• Develops policies, procedures, best practices, and internal control systems related to Division administrative programs and services. 
• Represents the Division and Department on corporate and department committees and project groups related to policy development, information systems, and administrative issues including new systems, applications, and corporate programs (e.g. employee recognition).
• Participates in procurement for consultants, contractors, and project partners (e.g., develops terms of reference, evaluates submissions, shortlists, awards contract, prepares agreements). Reviews and negotiates workplans, timelines, and budgets.

Additional Duties/Responsibilities

• Participates in strategic planning and decision-making. Assists the Manager with organizational reviews, priority setting, operating policies, long-range plans, and work programs. Participates in developing annual maintenance programs, budgets, performance reports, and determining equipment and material requirements. 
• Responds to media inquiries or directs to appropriate departmental contact.
• Coordinates and responds to requests for information and surveys.
• Exchanges information with other municipalities, government ministries, and other organizations.
• Has signing authority within defined limit. 
• Backs up the Manager and other supervisors as required.
• Performs special projects and related duties as required.

Knowledge, Skills, and Abilities

• Knowledge and skills are normally acquired through a degree in a related discipline (e.g., commerce, economics, business administration) plus progressively responsible related experience. 
• Knowledge and skill in management control systems, planning and organizational design, budgeting, auditing and accounting practices, statistical reports and financial models, cost/benefit analysis, present values, and statistical analysis and forecasting, 
• Knowledge of waste management issues related to divisional financial and budgeting needs, and the budget setting process and financial requirements for operating areas (e.g., capital financing, rate setting, revenues, tonnage projections, related external factors). 
• Analytical, organizational, problem-solving, and continuous improvement skills to interpret and assess financial reports and issues; form actions and recommendations as it relates to policy, program improvements, and financial issues; coordinate others during the budget process; and prioritize, meet deadlines, and work with shifting priorities.
• Leadership skills to manage, develop, motivate, train, and support staff.
• Negotiation, persuasion, and human relations skills to deal with politically sensitive issues; explain complex issues to varied audiences; prepare and present budgets and reports to committees and senior staff; and participate as an effective team member.
• Ability to read and interpret financial documents, project specifications/plans, contracts, policy and procedure manuals, legislation, funding criteria, and technical/professional journals. 
• Ability to write clear, concise correspondence and reports on complex financial and administrative matters, prepare and review budget justifications and variance analyses, and create presentation materials.
• Computer skills with ability to use software such as Microsoft Office.
• Must provide an acceptable criminal record and judicial matters check for bondability.
• Ability to travel within Waterloo Region.
• Ability to support and demonstrate the Region’s values.