Administrative Assistant 2 - PRIYD

• Responsible for the smooth operation and management of the 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 are 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 regarding computer issues including new staff access to the server email computer troubleshooting and SharePoint
• Maintain office supplies resource materials and postage needs; ensure that officeequipment(voicemail fax copier scanner printer etc.) is in good working order
• Ensure the office is well-maintained and that building regulations are adhered to
• Update and maintain Iron Mountain Records. Ensure the timely transfer of closed files to Iron Mountain

• 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

• Monitor process and reconcile the petty cash float and submit invoices to Accounting; scan reimbursement documents and receipts save in SharePoint for office records
• Train and assist staff with the completion of expense claims for Co-Management approval including cheque requisitions and mileage forms etc.
• Check ISW expense claims for accuracy and process them according to the reimbursement cycle
• Reconcile PRIYD program Visa purchases for approval and processing

• Liaise with the Health and Safety Coordinator to ensure that the Program Manual the Health and Safety Manual the Office Policies Manual and the online information for the Program are up to date and meet CARF accreditation standards
• Keep the 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 co-managers and act as First Aid attendant for the site
• Complete quarterly workplace inspections
• Check and maintain supplies for first aid kits

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

• Three weeks vacation for full-time staff * entitlement increases from there
• Three paid household leave days a year*
• Two paid Wellness Days a year
• Paid sick days
• Two and a half paid Agency days for full-time staff *
• Five paid days for education leave/year
• One paid Moving Day/year
• Subsidized professional association annual dues (if applicable)
• A work culture that values transparency teamwork learning fairness and integrity

• Generous health/dental benefits after 3 months.
• Three flex benefit options to meet your individualized needs
• Option of psychological/counselling services (up to $1500/year)
• Employee Assistance Plan
• Long Term Disability Plan
• Insurance Travel insurance

• Minimum of a Grade 12 diploma plus 2 years post-secondary education in business or administration with 3 years of office coordinator/administrative experience
• An equivalent combination of education and experience will be considered

• 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
• Experience with SharePoint
• 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-centred service strategic planning and organizing professional expertise and technological proficiency
• Respectful of diversity and possessing cultural agility

• Successful completion of a Criminal Record Check

At Family Services of Greater Vancouver we have been helping people in crisis since 1928. We are a non-profit working to support and empower individuals families and communities. We offer programs and services designed to help people develop the skills knowledge and confidence to create positive change in their lives. Our staff operates from an evidence-based trauma-informed lens to meet people where they are and get them where they want to be.