Administrative Assistant - 3 (Regular Full-Time)

PLEA Community Services is currently seeking a Regular Full-Time Administrative Assistant - 3 for our Communications and Development team. The proposed start date for this position is as soon as possible. This position requires BCGEU membership.

The Administrative Assistant - 3 provides a variety of administrative and clerical assistance in an office. They prepare correspondence, reports and other documents. They also maintain a variety of financial data, and other records, files and related filing systems.

Position Type: Regular Full-Time
Location: Vancouver, BC
Hours of Work: 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. Occasional evenings and weekends may be required to meet departmental needs.

Minimum Requirements: Completion of Grade 12; completion of a program of up to one (1) year in business or office administration training; and three (3) years of recent related experience.

Who We Are:

PLEA is an accredited, not-for-profit, charitable community services agency that has operated throughout BC for more than 40 years. We deliver high quality, innovative services to children, youth, adults, and families facing significant challenges in their lives. PLEA is an ally in reconciliation. The organization is committed to providing culturally safe programs and continuing to work towards breaking down the barriers that cause harm to Indigenous people and communities.

What You Will Do: 

• Screen and prioritize incoming correspondence and other materials for staff members.
• Track office or program expenditures by recording expenses and alerting the supervisor to budget overruns and unusual expenses. Take inventory, order and receive materials, supplies, and services. Maintain a variety of financial records such as petty cash fund, purchase orders and cheque requisitions.
• Collect, research, organize and summarize data from a variety of sources and produce reports; Perform analysis of reported information; Keep the supervisor informed of problem areas or emerging trends and brief them on any issues, concerns, matters and meetings.
• Maintain client and program information using spreadsheets and/or database software.
• Produce ad hoc reports from databases as required by the supervisor by identifying and organizing the required information, compiling data, designing format, and printing reports.
• Respond to outside inquiries about services offered by the organization.
• Communicate with stakeholders regarding their involvement in the programs.
• Orient, monitor, and provide work direction to volunteers and/or practicum students.
• Provide word processing, data input and typing support such as correspondence, meeting minutes, forms and letters; draft routine correspondence such as thank you letters, invitations to meetings and events, and internal memoranda.
• Assist in coordinating and completion of projects.
• Ensure that office, meeting room, kitchen and other areas are maintained in a clean and tidy manner.
• Arrange meetings, schedule appointments and make travel arrangements; book rooms for meetings. Prepare agendas and take minutes at meetings as required.
• Protect and uphold confidentiality.
• Perform other related duties as required.
  

What You Will Bring:

• Strong customer service skills.
• Strong oral and written communication skills, including the ability to communicate professionally with agency staff and the public.
• Strong attention to detail.
• Effective organization and time management skills, including the ability to manage competing priorities.
• Effective teamwork skills.
• Effective problem-solving skills.
• Demonstrated ability to work independently, take initiative, make sound decisions, and be held accountable for results.
• 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.
• Knowledge of Microsoft Office suite and database systems.

PLEA Benefits and Perks:

• Eligibility to enroll in health/welfare benefits on the first day of the month following the completion of the probation period.
• Education and Training Fund*
• Physical Activity Fund*
• Employee and Family Assistance Program (EFAP): confidential and voluntary counselling support services and wellness resources.
• Discounted Membership Fees for Club 16 Trevor Linden and She's Fit.
• Employee Recognition Program (i.e., long service awards). 
• Agency-Sponsored Social Events (i.e., summer barbecue, annual holiday party, and team days).
• Perkopolis Membership - exclusive managed discount, reward, and benefits programs.

*these benefits are available to employees who are eligible for PLEA's health and welfare benefits.

Additional Requirements:

• 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 for work-related travel. This position requires travel in the Lower Mainland and the Fraser Valley.
• A valid B.C. Driver's License (Class 5 or Class 7N), and suitable driver's abstract. 
• Documentation that applicant is legally approved to work in Canada.

Please submit a resume and cover letter referencing the competition number 2024049AA1. Closing date for Internal Applications: Friday, April 12, 2024 at 4:30PM. If the position is not filled internally, it will remain open until filled.

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.