Job Posting 69910

Program Assistant
S.U.C.C.E.S.S.
Vancouver & Lower Mainland, Richmond, BC
closed yesterday (Mon, 12 Apr)
full time  •  $19.10 - $20.88 per hour

Division: Employment and Entrepreneurship Services

 

Program: WorkBC

 

Number of Positions: 1

 

About the Position:

The Program Assistant provides general office upkeep and operational support to ensure smooth day-to-day operations of the WorkBC Employment Services.

 

Reports to: Centre Manager

 

Key Duties & Responsibilities:

Administrative

  • Receives and distributes incoming mails, including newspapers, magazines and packages
  • Delivers out-going letters/packages to post office
  • Places orders and stocks office and program supplies
  • Creates and maintains records of inventory for equipment, digital devices, furniture and program and office supplies
  • Creates and maintains a tracking system for the assignment of equipment, digital devices, and office keys
  • Creates and maintains a tracking system for support items distributed to clients
  • Compiles leave of absence of staff and provides monthly record
  • Creates and maintains digital and physical filing systems
  • Maintains subscription accounts
  • Maintains the neatness of office premises, including common areas and storage spaces
  • Tracks and compiles reports such as staff training, client satisfaction, first aider list
  • Takes minutes at meetings and disseminates to participants
  • Assists with the logistics for meetings, events (e.g. centre visits, open house, job fairs)

Finance

  • Processes accounts payable and accounts receivable duties
  • Creates and tracks Purchase Orders and follows through on agency’s purchasing approval procedures
  • Liaises with various vendors to submit orders and receive materials
  • Creates orders in WorkBC ICM system and follows direction for WorkBC financial controls and record-keeping
  • Reconciles the financial support items with the documents on ICM system, and resolves issues with team members
  • Liaises with agency’s Finance personnel to answer routine questions and resolve issues affecting payments/receipts
  • Monitors accounts receivable and assists with collection activities as necessary
  • Performs monthly, quarterly, and annual accounting activities, including reconciliations of bank and credit card accounts
  • Assists with the monthly/quarterly forecasts
  • Other related duties as assigned by the Centre Manager

Qualifications & Experience:

  • Post-secondary education in business or social sciences
  • Diploma/Certificate in office management or equivalent education/experience in office administration
  • Experience in Paramount Workplace software
  • Knowledge of administrative and accounting practices
  • Experience working in a multilingual and intercultural workplace

Job Skills & Abilities:

  • Excellent written and oral communication skills
  • Additional languages are considered an asset
  • Excellent interpersonal skills
  • Excellent technical skills in MS Office and web-based applications
  • Excellent accounting skills
  • Excellent organizational and time management skills
  • Excellent attention to detail
  • Excellent record management skills with clear understanding of data security and confidentiality
  • Ability to work independently and as a part of a team

Other Requirements:

  • Criminal Record Check Required
  • Ability to work shifts during office hours (8am – 6pm)

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