PLEA Community Services is currently
seeking a Temporary Full-Time Case Management Assistant for
our Vancouver Coastal Youth Services team. The proposed start date for this position is as soon as possible and it will end upon return of the incumbent. This position requires BCGEU membership.
The Case Management Assistant will
provide a range of administrative and technical services to program staff and
collaterals to support the day-to-day operations of delivering effective
Please submit a resume and cover
letter referencing the Competition Number 2022076CMA1. Closing date
for Internal Applications: Monday, July 4, 2022 at 4:30PM. 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.
- Researches, compiles, reviews, reconciles
and/or maintains a variety of information and records. Ensures that filing
systems, records, and program folders on the Shared Drive are current,
accurate, and effectively meet service delivery requirements.
- Assists staff and managers with preparing a
variety of reports and records required to meet accountability and quality
assurance requirements. Maintains program participant and program
information using spreadsheets and/or database software.
- Produces and organizes resident and program
summary reports including monthly, quarterly, and annual statistical
reports. Ensures that reports are sent out to various stakeholders as
- Tracks individual contract details and
communicates information effectively between Program Managers, Residential
Service Coordinators, and Finance staff. Acts as the liaison with regards
to the gathering of detailed information for family pay (i.e., per diem amounts,
resident support costs, respite amounts, educational amounts, etc.)
- Prepares financial reports, including
occupancy statistics, for resident-specific contracts. Tracks deliverables
and provides data and cost analysis. Acts as the administrative liaison
with funders and provides first line resolution of issues. Administers and
tracks resident funds held by the organization where applicable.
- Provides practical assistance to staff with
regards to program operations and administrative requirements - and
respond to inquiries from stakeholders regarding the services provided,
and the process for making referrals.
- Transcribes referral data from hard copy forms
to CAMS (Case Administration Management System), and ensures that all
statistical data is current, complete and accurate. Includes Youth Court
Orders and extensions where applicable.
- Provides orientation and ongoing support to
program staff on using CAMS, including the development of tutorials to
provide readily accessible assistance.
- Serves as the receptionist when required;
answers telephones and in-person inquiries and routes to appropriate staff
members; sorts and distributes incoming mail and prepares outgoing mail;
operates a variety of office equipment (i.e., computer, printer,
photocopier, fax, etc.) and ensures these are regularly maintained and in
good working order. Helps troubleshoot computer and internet issues prior
to referring to IT services.
- 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 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.
- 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:
- University degree in a discipline relevant to
the work of the position.
- Experience in responding to inquiries 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 with members of the
community and managing difficult situations constructively.
- Demonstrated proficiency in Microsoft Windows,
Microsoft Office (in particular, Excel) and familiarity with database
Job Skills and Abilities:
- Demonstrated ability to type 60 words per
minute and efficiently operate a telephone switchboard, PC and other
- Excellent organizational, time and general
- Ability to communicate effectively orally and
in writing and to deal with the public, and agency personnel n a friendly
and effective manner.
- Ability to organize work including managing
different priorities, adapting to changing circumstances, and carrying out
the duties of the position with independence.
- Sound understanding of the culture in which
the agency operates, the mandates of contracting and referring authorities
and the ability to work effectively in a multidisciplinary environment.
- Demonstrate the ability to develop supportive
relationships with a range of 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 suitable driver's abstract.
- The usual hours of work in
this position are Monday to Friday from 9:00AM to 4:30PM, based on 35
working hours per week.
- Documentation that applicant is legally
entitled to work in Canada.
- As a Public Service employer and to meet our funding obligations, PLEA requires successful applicants to be fully vaccinated against COVID-19 prior to their start date.
Note: PLEA conducts primary source verification of applicant's credentials including education, training, work history, and licensure.
We thank all applicants for their interest; however, only those shortlisted for an interview will be contacted.