PLEA Community Services is currently seeking a Temporary Part-Time Program Assistant for our U-Turn/U-Link/Next Step team. The proposed start date for this position is June 21, 2021, and it will end upon the return of the incumbent. This position requires BCGEU membership.
The incumbent will be responsible for providing a range of administrative services to agency staff and collaterals to support day-to-day operations of delivering effective services in the local community. Generally serves as the initial point of contact for members of the community, staff and other stakeholders and is responsible for managing and maintaining a variety of key operational systems including communications, equipment and supply inventories, and recording, reporting and filing.
Please submit a resume and cover letter referencing the competition number 2021046PA1. Closing date for Internal Applications: Wednesday, June 9, 2021 at 4:30 PM. If the position is not filled internally, it will remain open until filled.
Key Duties and Responsibilities:
- Provides information to program participants and visitors, assists with the intake process and responds to queries with regards to the agency and the services provided including making informal referrals to other resources.
- Tracks staff whereabouts and keeps the in/outboard up to date with accurate information when required.
- Sorts and distributes post and courier, incoming mail and faxes, and prepares outgoing mail. Date stamps and distributes all incoming mail. Records and tracks distribution and costs when required. Codes invoices. Maintains database for different mail outs.
- Prepares and processes standards documents, forms, correspondence, and records. Maintains accurate filing systems, logs, lists, the Shared Drive and other records as needed by service delivery requirements.
- Assists staff and supervisors with a variety of reports and records required to meet accountability and quality assurance requirements. Compiles and verifies records or reports when required. Maintains program participant/resident and program information using spreadsheets and/or database software.
- Provides word processing support and training to staff as required. Operates a variety of office equipment i.e., computers, printers, copiers, facsimile equipment and ensures they are regularly maintained and in good working order.
- Makes arrangements for meetings, appointments, and travel as required. Assists in making arrangements for special events, conferences and other community initiatives. Prepares agendas and records minutes at meetings when required.
- Ensures that office, meeting rooms, kitchen, and other areas are safe and well maintained, and that required supplies are in stock. Ensures that refreshments are prepared and that necessary supplies are available for meetings as requested. Maintains the system for booking meeting rooms and makes arrangements for meetings held in other locations.
- Orders, tracks and facilitates repairs and replacements of cell phones and mobile devices for staff. Allocates and controls long distance account codes for staff. Coordinates maintenance of telephone and computers, including troubleshooting prior to referring problems to IT services.
- Ensures that all records, reports, and documentation pertaining to service delivery are accurate, complete and in compliance with PLEA's policies and procedures.
- Ensures that the agency's records are safely stored, and organizes retrieval and control of records as required for audit and other purposes. Supervises and controls the allocation of storage space within the facility and off-site.
- Ensures that the building is maintained to an acceptable standard and that office cleaning takes place regularly so that the building can be a place of pride for PLEA staff, Family Caregivers, volunteers, and members of the public with whom we come in contact. This includes, but is limited to, janitorial supervision, garden maintenance, garbage removal, replacement of lighting fixtures and other minor maintenance, snow removal etc.
- Adheres to all policies and procedures established by PLEA, and meets the performance expectations of the position in a manner that demonstrates compassion and respect for all persons served. Exercises the responsibilities of the position in a manner consistent with the philosophical approach and mandate of the program.
- Performs other related duties as required.
Education, Training and Experience:
- Completion of Grade 12 and post secondary office administration courses.
- At least one (1) year of recent experience that includes administrative duties, preferably within the context of a not-for-profit community-based service agency.
- Experience in responding to enquiries from members of the community, and providing support and service to a wide range of personnel.
- Experience in handling confidential and sensitive information, communicating effectively and managing difficult situations constructively.
- Demonstrated proficiency in Microsoft Office and familiarity with database programs.
Job Skills and Abilities:
- Demonstrated ability to type 60 words per minute and efficiently operate a PC.
- Ability to communicate effectively interpersonally and in writing, and to interact with members of the community, and agency personnel in a friendly and effective manner.
- Ability to organize work including managing different priorities, adapting to changing circumstances, work independently and be accountable for results.
- Ability effectively operate a high volume of calls on a switchboard and use a variety of other office equipment.
- Demonstrated ability to develop effective relationships with a range of difference individuals, and to be sensitive and understanding of their social realities including issues of race, culture, religion, gender identity, sexual orientation, poverty and lifestyle.
- Satisfactory Criminal Record Clearance.
- Must possess a valid Occupational First Aid Level 1 Certificate or be willing to obtain one prior to hire.
- Use of Personal Vehicle. This position requires travel in the Lower Mainland.
- A valid B.C. driver's license (Class 5 or Class 7), and a suitable driver's abstract.
- The usual hours of work in this position are Tuesday to Friday from 9:00 AM to 4:30 PM, based on 28 working hours per week.
- Documentation that the applicant is legally approved to work in Canada.
Note: PLEA conducts primary source verification of applicant's credentials including education, training, work history, and licensure. PLEA's Youth Services programs require candidates to complete the Centralized Services Hub screening by the Ministry of Children and Family Development.