Job Posting 68780

Administrative Assistant
Options Community Services Society
Vancouver & Lower Mainland, Surrey
closes in 14 days (Mon, 22 Mar)
full time - term / contract  •  Competitive Wage


Temporary Full Time - until October 31, 2021

Work BC Employment Services - Whalley 



Options Community Services Society


We are a non-profit registered charity providing social services primarily in Surrey, Delta, White Rock and Langley. We believe in helping people help themselves. We believe in collaborating with individuals, businesses, community groups and government to create focused, effective and responsive resources for the community.

We envision a healthy community as a safe and clean environment where we all have a sense of belonging. It is a place where each of us has the opportunity to work and learn, and to develop and realize goals that are meaningful and fulfilling.




The administrative assistant is responsible for performing, coordinating and overseeing technical and office administrative duties including data quality corrections and 4, 24 and 52 weeks employed follow-up to enhance key performance measures and program outcomes. The administrative assistant is also responsible for providing backup to the Client Services Navigator and Client Services Representative positions. 



  • Perform a variety of administrative duties, including maintaining records in a confidential manner.
  • Monitor and respond appropriately to ICM Service Requests.
  • Handle incoming and outgoing client case transfers to and from WorkBC locations.
  • Work closely with case managers to assist with administrative tasks such as uploading documentation into client files, billing for services, closing cases and tracking financial supports as required.
  • Perform assigned tasks to assist with data quality corrections and employed follow-up
    (4, 24 & 52 week) to enhance key performance measures and program outcomes.
  • Order/purchase and maintain supplies. Keep inventory for office supplies, food vouchers, bus tickets and other supplies for clients.
  • Complete statistical reports, including dispensing and tracking transportation, job starts and other financial supports as required.
  • Process annual archiving of closed files.
  • Provide backup to the Client Services Navigator and Client Services Representative positions as follows:
  • Make job start support purchases as needed.
  • Greet clients, manage incoming telephone calls, schedule appointments, and organize daily client flow.
  • Answer questions and provide accurate information regarding the Work BC Employment Services.
  • Identify, engage and screen potential clients for case management services.
  • Maintain all required forms / assisting clients to complete initial intake forms
  • Attend meetings as required and work as member of the team.
  • Attend meetings as required and work as member of the team.
  • Assist with marketing the program
  • Perform other duties as assigned



Education, Training, and Experience
The candidate must have:

  • Demonstrated success in an Administrative/Intake Worker or similar role.
  • Completion of high school with a post-secondary administrative
  • Thorough knowledge of employment services and well-rounded knowledge of services and resources in the community.
  • Advanced computer skills in MS Office and internet; ICM experience an asset.


Knowledge Skills and Abilities:

  • Alert to the needs of a performance-based business model.
  • Strong ethics around confidentiality.
  • Flexible and committed to contributing to a team – ‘can do’, ‘will do’ attitude.
  • Competent in relating to very diverse clientele; patient and calm when handling challenging situations.
  • Must be sensitive to and respectful of cultural and lifestyle diversity.
  • Exceptional communication and listening skills to ensure clients feel respected, heard and supported.
  • Ability to organize and carry out duties with independence and professionalism.
  • Organized and comfortable working in a multi-tasking, fast-paced environment.
  • Second language/Crisis Line experience is an asset


Successful candidates will be required to provide a current and satisfactory Criminal Reference Check/Vulnerable Sector Search preceding your start date.


Applicants with lived experience are strongly encouraged to apply.


Closing date:

Resumes will be reviewed starting March 1, 2021 but the posting will remain open until filled and will close without notice.


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