Administrative Assistant

Website NIȽTU,O Child and Family Services Society

NIȽTU,O Child and Family Services Society is currently looking for a full-time Administrative Assistant (internally this role is called a Team Assistant)

NIȽTU,O Child and Family Services Society supports commitments of Indigenous families in self-determination and decision- making processes over their own families and children. Our staff are committed to ensuring the safety of children, strengthening family relations, and enhancing the well-being of members of the South Vancouver Island First Nations communities.

NIȽTU,O provides a full health and dental benefits package, Public Service Pension Plan, and a company paid cell phone.

*Pursuant to Section 41 of the BC Human Rights Code, preference may be given to qualified applicants of Aboriginal ancestry*

Please provide a cover letter with your application outlining any Aboriginal ancestry (if applicable).

POSITION SUMMARY:

The Team Assistant primarily duties include administration support to field staff and reception duties at our front desk.

Reception Duties Include:

  • Serves visitors by greeting, welcoming, and directing them appropriately;
  • Notifies appropriate Agency personnel of visitor arrival;
  • Assists with reception functions, including answering phones, retrieving voice mail, identifying nature of calls and information required, responding to general inquiries on programs and services, recording messages and directing calls to appropriate staff;
  • Greet and serve clients/guests who arrive at the agency to pick up bus passes/tickets, vouchers, cheques, letters, or directing them to the appropriate staff;
  • Open, date stamp, record and distribute incoming mail, courier packages, and faxes to appropriate mail slots; prepare and arrange for courier services as directed;
  • Monitor meeting room spaces, staff/guest sign-in/sign-out and office machines such as printers, photocopiers, fax machines, postal meters;
  • Data entry using a variety of Microsoft Office programs (Outlook, Word, Excel, Publisher)
    Notify and alert staff of emergency situations;
  • Keeps a safe and clean reception area by complying with procedures, rules, and regulations;
    Assist with staff travel arrangements as required.

Delegated and Non-Delegated Team Support Duties Include:

  • Maintain accurate and efficient filing procedures;
  • Electronic and physical file management including opening new files, generating new volumes, preparing file transfers, managing file closures, retrieving files from offsite and other offices; preparing agency files for offsite storage and disclosure;
  • Utilize information management systems including Ministry Information Systems (MIS), Integrated Case Management (ICM), Resource and Payments (RAP), Corporate Records Management Systems (CRMS) and Client Service Tracker (CST) to run queries, locate information, generate reports, and enter data;
  • Retrieve file information as requested;
  • Relieve employees in other administrative positions, where needed as directed;
  • Photocopy documents for filing as requested;

Admin Support Includes:

  • Assist with organizing agency meetings, events and activities;
  • Attend staff meetings, in-house trainings, and other meetings as required;Participate in agency events and activities as necessary;
  • Contribute to agency projects as assigned by the Admin Manager;
  • Support the value of taking care of our spaces by assisting with light cleaning duties including kitchen areas, meeting spaces, reception areas, and other common spaces;
  • Additional admin duties as required.

 

QUALIFICATIONS:

  • Office Assistant certificate/diploma or 2+ years’ work experience as administrative support; a combination of education and experience would also be considered
  • Min 1 year of experience in maintaining filing systems or completed courses in electronic case file management systems;
  • Proficiency in the use of Windows based computer applications including Excel, Word, Publisher, Adobe, Office 365, and other standard computer applications;
  • Ability to manage and maintain basic office equipment such as photocopier and fax
  • Ability to draft, edit and format letters, agendas and reports
  • Ability to understand and use electronic client file administration systems including CSM would be considered an asset,
  • SWSMIS, Best Practices, ICM, and CST would be considered an asset.
  • Must be available to work Monday to Friday between the hours of 8:30am and 4:30pm
  • Must have a valid driver’s license with a clear abstract as occasional driving of company vehicles will be required
  • Must undergo a successful criminal record check

 

Benefits:

  • Disability insurance
  • Employee assistance program
  • Life insurance
  • On-site parking

 

Application question(s):

  • What work experience or lived experience do you have with Indigenous peoples?
  • Are you legally eligible to work in Canada?

 

Flexible language requirement: English not required

Schedule: 8 hour shift

Job Type: Full-time

COVID-19 considerations: To keep our employees as safe as possible there are barriers and strict COVID safety protocols in place at the worksite.

Experience: Administrative Assistant: 1 year (preferred)

Hiring 1 candidate for this role

To apply for this job please visit ca.indeed.com.