JOB OPPORTUNITY: Administrative Assistant 2 – PRIYD

Administrative Assistant 2 - PRIYD Competition #25-22

DO YOU WANT A MEANINGFUL CAREER, HELPING OTHERS? JOIN US!

ABOUT FAMILY SERVICES OF GREATER VANCOUVER (FSGV)

We are a community-based, not-for profit organization with approximately 80 social services programs and 420 employees across Vancouver and the Lower Mainland. We provide counselling and other essential services to the most vulnerable people in our communities. For over 90 years, we’ve inspired and supported those who need help reaching their full potential. We work to ensure children are nurtured, youth find optimism, adults feel empowered, and parents make choices that build strong families.

Our values are:

• Innovation
• Integrity
• Diversity
• Optimism
• Excellence

We provide a supportive workplace for our staff and professional, effective services for our clients, including counselling, therapy, advocacy, education and community services.

HERE’S WHAT WE CAN DO TOGETHER

Working within the mission, vision, values and person-centred philosophy of the Agency, the Administrative Assistant 2 is responsible for ensuring the administrative needs of the program are met and carried out in an efficient and supportive manner. This position includes providing direct administrative coordination and support. It actively supports the Agency’s awareness and goals around diversity and inclusion.

The PRIYD Program provides one to one and group life skills support to children and youth with support needs. Our Integration Support Workers help children and youth achieve greater independence and healthy development. Through community based recreational activities, increase each individual’s independence and provide support to the family from a client centred approach.

WHAT YOU BRING

Education, Training, Experience  

• Minimum of a Grade XII diploma, plus 2-years post-secondary education in business or administration, with 3-years office coordinator/administrative experience
• An equivalent combination of education and experience will be considered

Core Competencies  

• Personal leadership, including initiative, judgment and decision-making, creativity and innovation Collaborative communication and exceptional interpersonal skills.
• Personal effectiveness, including integrity and ethical behavior, personal resilience, adaptability/flexibility, commitment to learning
• Commitment to excellence, including results-oriented focus, client-centered service, strategic planning and organizing, professional expertise and technological proficiency
• Respectful of diversity and possessing cultural agility

Knowledge, Skills, Abilities  

• Knowledge of and ability to troubleshoot Windows-based applications, database systems management, and desktop publishing systems
• Knowledge of Microsoft Access and query/report building Is considered an asset
• Active working knowledge of and skills in Excel and Word
• Ability to design and implement effective and efficient administrative policies and systems
• Ability to oversee a large program and geographic regions
• Exceptionally resourceful, with the ability to effectively problem-solve
• Ability to prioritize, manage time, and engage in multiple tasks effectively and efficiently
• Superior organizational skills, with strong attention to detail
• Superior verbal and written communication skills 
• High degree of initiative and superior client and staff service skills 
• Demonstrated record of professional excellence 

Professional Certification, License or Registration Requirements:  

• NA  

Additional Requirements:                

• Successful completion of criminal record check  
• Proof of Covid-19 vaccination status will be required 

YOUR KEY CONTRIBUTIONS

1. Administration

• Responsible for the smooth operation and management of administrative aspects of the program
• Provide administrative support with respect to all aspects of administrative work, word processing and distribution of correspondence, memoranda, forms, reports, and minutes of meetings, data entry and monthly statistics
• Develop and maintain procedures and systems that affect the smooth functioning of the office and program; ensure forms/documentation is appropriately updated and available. Maintain client files with additions, changes, and closures
• Reconcile incoming ISW activity logs against ADP hourly ISW entries within 48 hours; follow up with ISWs regarding missing or late logs, entries, and other questions; ensure that hourly ISW time cards are accurate and up-to-date as of ADP deadline 
• Organize monthly logs for data entry, produce detailed monthly reports of program outputs for stakeholders, and produce Monthly Report packages for Liaison meetings with MCFD 
• Liaise with IT re computer issues, including new staff access to server, email, computer trouble-shooting, and Sharepoint
• Maintain office supplies, resource materials and postage needs; ensure that office equipment (voicemail, fax, copier, scanner, printer, etc.) is in good working order 
• Ensure the office is well maintained and building regulations are adhered to 
• Update and maintain MCFD Records. Ensure timely transfer of closed files to MCFD.

1. System Support 

• Provide database and clerical support to Managers with respect to MS Access from opening client files to discharge and closure
• Analyze data and present information in a meaningful and engaging way
• Maintain accurate client spreadsheets in Access and Excel
• Enter data for new clients and demographics, quarterly stats, and monthly reports
• Identify database efficiencies and opportunities for enhanced client data management  

1. Financial Support 

• Monitor, process and reconcile the petty cash float, and submit invoices to Accounting; scan reimbursement document and receipts, save in Sharepoint for office record
• Train and assist staff with completion of expense claims for Management approval, including cheque requisitions and mileage forms, etc. 
• Check ISW expense claims for accuracy and process according to reimbursement cycle

1. Health and Safety 

• Liaise with the Health and Safety Rep to ensure that the Program Manual, the Health and Safety Manual, Office Policies Manual, and the online information for the Program are up to date and meet CARF accreditation standards 
• Keep Staff Emergency Contact List up to date and inform the Health and Safety Coordinator of any changes 
• Attend Health and Safety meetings, flag issues of concern related to compliance or adherence to Program Managers and act as First Aid attendant for the site  
• Complete quarterly workplace inspections  
• Check and maintain supplies for first aid kits 

1. Quality Assurance

• Collect, collate and organize Client Satisfaction Surveys, Client Feedback forms and Stakeholder Feedback forms in preparation for the quarterly reports 
• Collect, collate and analyze data to support proposals, program performance review, as well as regular reports

WHAT WE OFFER YOU

FSGV supports employee growth and development and offers opportunities for you to grow your career with us when you are ready. We also value and recognize the importance of work-life balance, flexibility, and wellness; we know that this work is not easy, and we believe that great teams, great bosses and a great culture is important to supporting resilience. We value inclusion and diversity and are actively engaged in individual and organizational learning and advocacy in support our justice and equity goals and strategies.

Work Hours: Monday to Friday 9:00-5:00

Salary: GS 6 Step 1 $ 38,966.20 per year with review after 3 months

Location: 1638 E Broadway, Vancouver BC with the possibility to work some hours from home as deemed appropriate by Managers.

Benefits:

Flexible scheduling

Starting at three weeks’ vacation for full time staff (pro-rated for part-time) and growing to more +

Possibility for a hybrid work from home/office

Three (3) paid household leave days a year (pro-rated for part-time employees)

One paid Wellness Day a year

Paid sick pay (if applicable)

A work culture that values transparency, teamwork, learning, fairness and integrity

Two and a half paid Agency days for full time staff (pro-rated for part-time)

Five paid days for education leave/year (pro-rated for part-time)

One paid Moving Day/year

Subsidized professional association annual dues (if applicable)

Health and Welfare benefits (if applicable):

Generous group health/dental benefits after 3 months.

Three flex options for health/dental coverage depending on the coverage you need

Option of psychological/counselling services (up to $1500/year)

Employee Assistance Plan

Long Term Disability Plan

Group Life Insurance, Travel insurance, ++

Pension:

Pension plan enrollment after 12 months

HOW TO APPLY

If this describes you, please submit your application to us through our website. Interviews will be scheduled on an ongoing basis until the position is filled. Thank you for your interest.

We are committed to recruiting a diverse workforce that represents the communities we so proudly serve, while encompassing the principles of equity, inclusion and diversity. We strongly encourage applications from people of colour, Indigenous Peoples, persons with disabilities, people of all gender expressions and sexual orientations including queer, trans, and two-spirit people. In our words and actions, we recognize the challenges for those facing inequalities, while acknowledging our privilege, as we continuously strive to remove bias and reduce barriers that individuals may experience in the hiring and job-seeking process. We invite feedback from all applicants who apply for roles with the Agency.

If you require a disability-related accommodation in order to participate in the recruitment process, please email your resume and cover letter (indicating the competition number #25-22 in email subject line) outlining your interest and relevant experience to your contact information to for follow-up. **if you are an internal candidate, please indicate “Internal Candidate” in the Comments section at the bottom of the online application**