Office Assistant

PLEA Community Services Society of BC Vancouver, BC $44190.41 per year
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PLEA Community Services is currently seeking an Excluded Full-Time Office Assistant for our head office in Vancouver, BC. The proposed start date for this position is April 19, 2021. This position is excluded from BCGEU membership.

The Office Assistant is responsible for managing the front-desk at our Burnie Agg building and provide administrative support for the Finance and Quality Assurance and Impact Evaluation department.

Please submit a resume and cover letter referencing the competition number 2021014OA1.R. **Important: Only applicants who have submitted both a cover letter and resume will be considered.

Key Duties and Responsibilities: 

  1. Provides switchboard and reception duties, and acts as an initial point of contact for outside inquiries about PLEA.
  2. Monitors the inventory of office supplies and anticipates needs when purchasing materials, supplies, and services. Maintains the professionalism of the office, performing general housekeeping duties for the front-desk and common areas.
  3. Provides administrative support for Finance and Impact Evaluation and Quality Assurance departments in the completion of tasks. Drafts routine correspondence, arranges meetings, and takes meeting minutes.
  4. Enters data, files and digitally archives documents, and completes ad hoc reporting (for PLEA and PLEA-related business entities) as assigned. Organizes the retrieval and control of records as required.
  5. Supports the Community Assessment Team by answering inquiries, issuing and completing forms, inputting data, and tracking and reporting on Family Caregiver application progress.
  6. Supports the coordination of events and functions of assigned programs/departments as required. Coordinates the technological logistics for event day activities and guest presenters.
  7. Assists in the agency's efforts to maintain required compliance and accreditation, including the preparation of documentation and coordination of logistics for the re-accreditation process.
  8. Acts as the main point of contact for organizing electronic documents on the Shared Drive. Monitors the Shared Drive to ensure that documents and folders are up to date and organized.
  9. Provides backfill coverage for the Facilities & IT Administrator when required.
  10. Acts as a first aid attendant.
  11. Protects and upholds confidentiality.
  12. Performs other related duties as required.

Skills and Abilities:

  1. Excellent attention to detail.
  2. Excellent teamwork skills.
  3. Excellent customer service skills.
  4. Effective oral and written communication skills, including the ability to communicate professionally with agency staff and the public.
  5. Effective organization and time management skills, including the ability to manage competing priorities.
  6. Effective problem-solving skills.
  7. Demonstrated ability to work independently, take initiative, make sound decisions, and be held accountable for results. 
  8. Demonstrated ability to be sensitive and understanding of individuals' social realities including issues of race, culture, religion, gender identity/expression, sexual orientation, poverty, and lifestyle.

Qualifications:

Education and Knowledge

  1. Diploma in project management, business/non-profit administration or human services.
  2. Valid Occupational First Aid Level 1 Certificate.
  3. Knowledge of Microsoft Office suite, and web-based conferencing tools.

Training and Experience

  1. One (1) or more years of recent, related experience.

Requirements:

  1. Satisfactory Criminal Record Clearance.
  2. Possess a valid Occupational First Aid Level 1 Certificate or be willing to obtain one prior to hire.
  3. The usual hours of work in this position are Monday to Friday from 8:30AM to 4:30PM, based on 37.5 working hours per week.
  4. 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.

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