Case Management Assistant

5 months ago

Vancouver, Canada PLEA Community Services Society of BC Full time

PLEA Community Services is currently seeking a **Regular Full-Time Case Management Assistant** for our Folkstone-Vancouver team. The proposed start date for this position is as soon as possible. This position requires BCGEU membership.

The Case Management Assistant provides a range of administrative and technical services to support the day-to-day operations of PLEA's programs and services.

**Position Type**: Regular Full-Time
**Location**: Vancouver, BC
**Hours of Work**: The _usual _hours of work in this position are Monday to Friday from 8:30AM to 4:00PM, based on 35 working hours per week.

**Minimum Requirements**: a Bachelor's degree in a related field.

**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**:

- Provide information to program participants and visitors, assist with the intake process, and respond to queries with regards to the agency and the services provided including making informal referrals to other resources.
- Research, compile, review, reconcile and/or maintain a variety of information and records. Ensure that filing systems, records, and program folders are current, accurate, and effectively meet service delivery requirements.
- Assist contractors, staff and managers with preparing a variety of reports and records required to meet accountability and quality assurance requirements. Maintain program participant and program information using spreadsheets and/or database software.
- Produce and organize participant and service summary and statistical reports, as well as financial and program-efficiency related reports. Track program and contract deliverables and provide data/cost analysis where required. Act as the administrative liaison with funders and provide first line resolution of issues. Ensure that reports are sent out to various partners as required.
- Track individual contract details and communicate information effectively between internal/external partners. Act as the liaison with regards to the gathering of detailed information for the processing of payments to contractors.
- Provide practical assistance to staff with regards to program operations and administrative requirements, and respond to inquiries from partners regarding the services provided, and the process for making referrals.
- Transcribe referral data to internal systems, and ensure that all statistical data is current, complete and accurate.
- Provide orientation and ongoing support to program staff on using internal systems, including the development of tutorials to provide readily accessible assistance.
- Serve as the receptionist when required; answer telephones and in person inquiries and route to appropriate staff members; sort and distribute incoming mail and prepare outgoing mail; operate a variety of office equipment and ensure these are regularly maintained and in good working order. Help troubleshoot computer and internet issues prior to referring to IT services.
- Make arrangements for meetings, appointments and travel as required. Assist in making arrangements for special events, conferences and other community initiatives. Prepare agendas and record minutes at meetings when required.
- Ensure that all records, reports, and documentation pertaining to service delivery are accurate, complete and in compliance with PLEA's policies and procedures.
- Ensure that the agency's records are safely stored and organize retrieval and control of records as required.
- Protect and uphold confidentiality.
- Perform other related duties as required.

**What You Will Bring**:

- Demonstrated ability to type 60 words per minute and efficiently operate a PC and other office equipment.
- Strong organizational, time and general management skills.
- Demonstrated ability to communicate effectively orally and in writing, including communicating with the public, and agency personnel in a friendly and effective manner.
- Demonstrated ability to organize work effectively, including managing different priorities and adapting to changing circumstances.
- Demonstrated ability to work independently, take initiative, make sound decisions, and be held accountable for results.
- Demonstrated ability to be sensitive and understanding of their social realities including issues of race, culture, religion, gender identity, sexual orientation, poverty and lifestyle.
- Demonstrated knowledge of issues and trends related to the program.
- Experience in responding to enquiries from members of the community and providing support and service to a wide range of individuals.
- Exper

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