Job Posting 69661

Administrative Assistant
Options Community Services Society
Vancouver & Lower Mainland, Surrey, BC
closed 4 days ago (Tue, 13 Apr)
full time  •  Compensation is in accordance with Appendix A of the BCGEU Collective Agreement

This position requires union membership.

Compensation is in accordance with Appendix A of the BCGEU Collective Agreement.

Administrative Assistant 4 (JJEP Grid 12)


The Core Services Administrative Assistant will be responsible for the delivery and co-ordination of all telephone and reception duties, and administrative and clerical duties pertaining to Community Services and the Society.




  • Ensures that all guest and recreation areas such the entrances, lobby, washrooms, lunch rooms and meetings rooms are guest-ready, well-stocked and inviting.
  • Welcomes visitors warmly and attends to their needs. Assists clients and staff with inquiries and information.
  • Maintains a working knowledge of community social services, resource persons and a wide range of community issues and initiatives, and dispenses this information to callers and visitors.
  • Helps maintain building security by issuing, checking and collecting security badges. Screens visitors as required and maintains a visitor log.  Issues and tracks building keys and master keys.
  • Provides typing, filing, photocopying, and related office support for Core Services and the Society in a confidential manner. Operates a variety of office equipment such as computers, printers, copiers and fax machines. Ensures copiers and other shared equipment are business-ready daily. Orders toners and contacts repair persons as required.
  • Co-ordinates various office support services including scheduling of regular inspections and maintenance, purchasing office supplies, maintaining inventory of supplies including OCS apparel and SWAG.
  • Coordinates Agency Health & Safety (H & S) documents, H & S Reporting and Minutes.
  • As time permits, provides additional office support to program managers and staff.
  • Assists with updating all manuals, directories, employee packages and organizing special events. Forwards Housing Lists.
  • Opens and distributes the mail as directed by the Executive Director or designate. Processes outgoing mail.
  • Updates and distributes Carole Wahl and Leadership Team phone lists.
  • Receives and distributes donations to clients and programs.
  • Receipts all incoming monies and to assist the Finance Office in the handling of funds including the disbursement of petty cash in accordance with Society’s Finance Policy.
  • Registers and records all cheques that are processed by the Society in accordance with Society’s Finance Policy.
  • Participates in assigned department/interdepartmental meetings.
  • Adheres to the policies and standards as established in policy and program manuals, Health & Safety Guidelines, job descriptions, written memos, and verbal agreements.
  • Perform other duties as assigned.



Education, Training, and Experience

  • Business Office Training Diploma or the equivalent combination of education and experience.
  • Three (3) years recent related experience or an equivalent combination of education, training and experience.
  • Excellent computer and word processing skills; typing speed of 50+ words per minute.
  • Experience in handling reception duties and multi-line phone systems.
  • Responsible, self-motivated, detail oriented and ability to multi task.
  • Experience with computers, including basic word processing and Excel.
  • Valid First Aid and CPR Certificate is an asset.


Knowledge Skills and Abilities:

  • Professional etiquette.
  • Ability to operate switchboard and other office equipment.
  • High degree of flexibility and initiative.
  • Knowledge of community resources.
  • Demonstrated effectiveness as part of a staff team.
  • Demonstrated proficiency in written, oral and interpersonal communication skills.
  • Demonstrated ability to develop program related reference and resource materials.
  • Commitment to a problem solving approach.
  • Ability to work independently, set priorities, manage multiple tasks and meet deadlines.
  • Must be sensitive to and respectful of cultural and lifestyle diversity.
  • On occasion may be required to drive the employee’s personally owned vehicle for job-related purposes (no OCS client may be transported in the employee’s vehicle).


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.





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