Operations Assistant

4 weeks ago

Nanaimo, Canada VIVRS Full time

**OFFICE ADMINISTRATOR/ BOOKKEEPING**

**Summary**

**Role Responsibilities**

**General Administration & Bookkeeping**
- Championing the agency’s HRIS platform (Humi)
- Staffing; drafting employment letters as directed by VIVRS CEO and ED
- Wages - managing compensation records; communicates milestones and increases in benefits
- Benefits - liaising with benefits provider, adding new employees to the benefit plan and ensuring proper amounts are being deducted through payroll by advising VIVRS CEO
- Onboarding - gathering and processing pertinent documents and liaise with Prime contractors
- Offboarding - gathering pertinent documents and liaison with Prime contractor requirements; offboarding with other service providers
- Maintaining Employee files - maintaining employee’s records including but not limited to employment letters, medical letters, CRC, performance reviews, etc. Proof of qualifications, FOIPPA certifications
- Sick Time - tracking sick time (via Humi) and communicating staff allowances to VIVRS CEO and ED
- Vehicle insurance records - obtaining contracted requirements of insurance proof for employee file
- Staff & agency events - provide organizational support in organizing events
- Managing staff Vacation Requests - reporting requests to VIVRS CEO & ED, and submitting approvals or responses through Humi
- Updating VIVRS policies and procedures, ensuring compliance with BC Labour Standards and other industry best practices, as directed by VIVRS CEO and ED
- Bookkeeping - as directed and approved by VIVRS CEO
- Liaising with VIVRS bookkeeper to complete administrative tasks
- Using Humi and Dext to provide bookkeeper with payroll details and upload company invoices
- Paying bills
- Informing the bookkeeper about changes in staffing
- Ensuring related systems are up to date

**Operational Systems Management**
- Setting up new staff with computer/equipment
- Business Cards - ordering standardized business cards in compliance with each program’s requirements
- Creating Government Program staff accounts (BCeID)
- Managing of scheduling system, Active Agenda; add/delete/configure users and liaise with service provider
- Maintaining computer/equipment inventory; tracking passwords
- Accounts payable and receivable functions including
- Paying invoices for VIVRS various service providers
- Invoicing Prime Contractors and other companies as directed
- Reimbursing staff for mileage, Criminal Record Checks, professional association fees etc
- Coding and tracking receipts for program expenditures
- Liaison with Communications service providers regarding technical issues
- Managing CrashPlan/Norton info/setups and HRIS (Humi)
- Managing website
- Parking - managing parking allowances with Prime Contractor
- Providing admin support as applicable to support VIVRS WorkBC team including performing tasks on Integrated Case Management System
- Supporting staff with client financial support requests in STE program, including the purchasing of supports and communicating with program vendors regarding issued vouchers and maintaining active vendor accounts

**Client Services**
- Respond to client inquiries regarding programs and services
- Contacting clients to ensure they are sustainable in employment and connecting them with SECs for further assistance
- General Customer/Client services for in office inquiries and appointments

**Skills and Qualifications**
- Diploma in Administration or significant combination of related education and experience
- Superb computer and technical-troubleshooting skills, must be proficient with MS Office, Excel and Word
- Experience with HRIS highly desirable
- Proven ability to build trust, maintain confidentiality and address highly sensitive issues
- Proven and impeccable communication skills, capable of building trust with staff and executive management team in a professional and effective manner

**Other Requirements**
- Criminal Record Check (vulnerable populations)
- Driver’s license and own transportation

**Benefits**:

- Dental and vision care
- Extended health care
- Life insurance
- On-site parking

**Pay**: $26.00 an hour

**Schedule**: This is a 20 hrs/ week position, days and times are negotiable within office hours.

**Work location**: In-office (#203-155 Skinner St. Nanaimo, BC, V9R 5E8).

**Start date**: As soon as possible.

**Job Type**: Part-time

Pay: $25.00-$27.00 per hour

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