Program Assistant, Employment Services

1 month ago

Delta, Canada BGC South Coast BC Full time

**Summary of Responsibilities**

The Program Assistant is responsible for providing administrative, clerical and finance-related support to the employment services staff and assisting with the delivery of provincially and federally funded employment programs.

**JOB DUTIES**
- Understands and works in accordance with policies, procedures, and standards of BGC and the funder to meet project milestones and outcomes.
- Provides administrative support for program activities and staff such as filing, data entry, minute taking and ordering office supplies.
- Provides reception coverage during Administrative Assistant absence and coverage for Program and Finance Administrator vacation and sick leave.
- Uses various in-house and government databases to input and maintain accurate participant information.
- Completes and uploads participant information into government database to submit monthly claims to the funder.
- Processes required documentation including distribution of project marketing materials and maintaining electronic and physical files in keeping with privacy/confidentiality related protocols.
- Coordinates collection, collation and tracking of all participant information for internal and contract reporting requirements.
- Responsible for ordering, tracking, and maintaining inventory.
- Reconciles participant wages, allowances, supports, (training, transportation, work equipment and clothing) and payments. Tracks amounts issued.
- Performs Accounts Payable duties ensuring all expenses have authorized approvals.
- Codes financial and accounting transactions to appropriate accounts and processes invoices for payment; monitors and reconciles financial supports and supplier payments.
- Reconciles and ensures accuracy of service provider invoices.
- Prepares and maintains complete records of the program’s accounting transactions and supporting documents, processing participant payroll and bonuses, administering financial supports, and participant T4/T4A’s.
- Maintains payroll records for employment staff through the collection and reporting of staff time sheets and leave tracking (vacation, sick leave etc.).
- Liaises with employer and community partners to obtain necessary financial documentation and participant attendance verification for work experience placements, wage subsidies and counselling services.
- Assists in the purchase of program equipment and supplies; attends to and reports technical problems related to the use of equipment.
- Ensures accurate, on time submissions of staff payroll forms and client payroll.
- Uses software to coordinate the submission and processing of participant payroll.
- Other related duties as required.

**REQUIREMENTS**
- Clear Criminal Record Check (vulnerable sector).
- Reliable transportation for running occasional errands outside of the office.
- Post-secondary certification in office administration, program administration or related training. Experience/training payroll and/or accounting are assets.
- One year’s experience working in and administrative support role. Experience working in an employment service setting is an asset.
- Knowledge of employment programs, services, and resources within the local community.
- Strong people skills with demonstrated experience in resolving issues, working with individuals from diverse backgrounds and complex barriers.
- Proficiency in MS Office and ability to use a variety of software programs, databases, and client tracking systems.
- Excellent communication skills (written and verbal).
- Highly organized and detail oriented.
- Ability to remain calm under tight timelines.

This is a full-time (37.5 hours per week) salary position ($40,950 to start), with group benefits at six months, three weeks paid vacation leave in first year, paid sick and personal leave, paid birthday off and up to 5 days statutory holiday substitution days per year to celebrate/recognize religious, cultural, and/or personal days that are important to the employee where those days are not currently recognized as statutory holidays in BC/Canada.

**CLOSING DATE**

November 15, 2024

**HOW TO APPLY**

Please submit a resume and cover letter directly to:
Or check out employment opportunities on-line through our website:
As it connects to our organizational core values, BGC encourages staff to show up as their best selves, including mutual respect, integrity, and accountability.

**BGC’s CORE VALUES**:

- BELONGING - We welcome everyone in a safe, accepting environment based on belonging and positive relationships.
- RESPECT - We ensure that everyone - children, youth, families, volunteers, staff - is heard, valued, and treated fairly.
- ENCOURAGEMENT & SUPPORT - We encourage and support every child and youth to play, learn, and grow to achieve their dreams.
- WORKING TOGETHER - We work together with young people, families, volunteers, our communities, and government.
- SPEAKING OUT - We speak out for children, youth, and families so that we can m

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