Job Posting 61376

Administrative Assistant
Inter-Cultural Association of Greater Victoria
Vancouver Island & Coastal areas, Victoria
closed 3 days ago (Fri, 27 Mar)
casual / on-call  •  $20.18 per hour

Vacancy Posting – Competition #2020-02-24 AA-C

Posting date:  February 24, 2020

Closing date: This posting will remain open until a suitable candidate is selected

Position: Administrative Assistant (on-call casuals)

Hours of Work: On-call

Location of Work: 930 Balmoral Road, Victoria, BC

Rate of Pay: $20.18 per hour

The Inter-Cultural Association of Greater Victoria (ICA) helps immigrants and refugees meet their social, cultural and economic goals. Comprised of dedicated staff and volunteers, ICA provides language instruction, support finding housing and employment and a range of other services. In addition, ICA is actively engaged in the community to strengthen connections between immigrants and those born in Canada. Through our work, we are building a strong, diverse and vibrant community. ICA is a welcoming, passionate and energetic organization that has been having a positive impact in the Greater Victoria region for nearly 50 years.

Job description: Provides reception and welcoming services to clients over the phone and in-person. Serves as first point of contact for new clients. Sets up appointments with staff for existing clients. Administers interpretation/ translation services for contract-funded activities, and the fee-for-service components of the program. Provides basic backup intake services and refers new clients to settlement and employment programs.  Reports to the Office Coordinator.

Qualifications: Minimum Grade 12 education; diploma in a related discipline preferred (e.g., business administration, office management/administration), or equivalent combination of education, training and experience. Related professional courses on themes pertinent to office administration, especially proficiency in computer skills and knowledge of relevant software such as MS Office, database applications, and QuickBooks. Proficiency in a major immigrant language or French, and/or immigration experience, is an asset.

Minimum of three years’ experience in a similar client service environment. Previous work experience in social services or nonprofit organizations and experience working with persons from a wide variety of cultural and ethnic backgrounds is a definite asset. Experience working with immigrants and/or refugees preferred.

Key responsibilities:

  • Administers interpretation/translation services; maintains a roster of qualified translators/interpreters; organizes interpreters for ICA settlement, employment and language training programs; organizes translation of ICA documents into a variety of immigrant languages, as directed; administers the fee-for-service interpretation/translation services for clients.
  • Greets guests in a welcoming and friendly manner. Answers the phone and in-person inquiries and refers to appropriate staff member if required.
  • Responds to routine queries in regard to ICA’s services.
  • Processes cash, credit card and other financial transactions (fee-for-service programs, donations), enters information into  QuickBooks.
  • Maintains message centre and staff mailboxes.
  • Sorts and distributes incoming mail and prepares outgoing mail.
  • Determines office supply needs and places order with supplier. Checks delivered supplies against order placed and distributes supplies to staff.
  • Ensures that reception area, photocopy space, supply/storage room and cabinets are maintained in a clean and tidy manner.
  • Maintains key control and signs out keys.
  • Provides basic backup intake services with new clients (determination of eligibility; checking of immigration documents; inputting client information into client management database system) and makes appointment with appropriate staff member for needs assessment.
  • Participates in training opportunities to stay current on issues impacting ICA’s operations.
  • Participates in regular team and organization-wide staff meetings; Follows all ICA policies and administrative procedures.
  • Other related duties as assigned.

 Additional information

  • Some travel to community locations within Greater Victoria will be required.  Occasional travel to locations in other parts of British Columbia and/or Canada for purposes like professional development, networking, or conferences may also be required.
  • Some work outside of regular office hours, including evenings and weekends, will be required. Flex time schedules will be made to accommodate non-regular work hours.
  • ICA compensates overtime hours with time in lieu.
  • Valid BC driver’s license and access to a car would be an asset.
  • As a condition of hire, a current, clear criminal record check, including vulnerable populations check, and proof of WHMIS training is required.

Please submit a cover letter and current resume (in .pdf format), noting relevant qualifications and experience to the Inter-Cultural Association of Greater Victoria, Attention: HR Manager, via email to .  This posting will remain open until suitable candidates are selected.   

Please quote Competition #2020-02-24 AA-C in the subject line.

Please note:  This is a unionized position subject to the terms and conditions of our Collective Agreement and of our funding agreements with various funders.  As per the Collective Agreement, internal applicants will be given consideration with respect to filling the position prior to external candidates being hired.  This position is open to applicants of all genders.  This position requires union membership.  Only short-listed applicants will be contacted.

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