Administrative Assistant

1 month ago

Vancouver, Canada Westcoast Family Centres Full time

We are proud and honoured to offer services on the traditional, ancestral, and unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), Sel̓íl̓witulh (Tsleil-Waututh), Kwikwetlem (kʷikʷəƛ̓ əm) First Nations.

**Opportunity**:
We are looking for an Administrative Assistant to provide a variety of clerical and customer service duties to support our building - The Link, A Family Support Centre in Vancouver. You will be the first-person guests see when they walk into our newly renovated building which houses three different organizations
- Westcoast Family Centres Society (‘Westcoast’), Pacific Family Resources Society, and the Ministry of Family and Child Development.

**Job** **Responsibilities**:

- Provides building maintenance support, including some janitorial duties during operational hours.
- Performs other support duties related to program areas such as providing information to clients or visitors, assisting with intake and client/applicant tracking, checking program requirement documentation for accuracy and completeness.
- Answers phone and in-person inquiries and routes to appropriate staff members if required; Replies to general information requests accurately and in a timely manner.
- Performs data entry functions such as inputting information into databases and contact lists; Maintains and updates filing, inventory, mailing lists, registers and/or other records either manually or using a computer.
- Coordinates the maintenance of office equipment.
- Maintains a variety of financial records such as petty cash fund, purchase orders and cheque requisitions.
- Performs word processing, data input and typing support to prepare correspondence, meeting minutes, forms, client information, thank you and appointment letters and internal memoranda
- Provides secretarial clerical and administrative support to management and other staff: Arranges meetings, schedules appointments, and makes travel arrangements; books rooms for meetings. Prepares agendas and takes minutes at meetings as required.
- Prepares meeting agendas and supporting material for distribution.
- Assists with client file maintenance, prepping new files and preparing old files for off-site storage.
- Orders supplies and negotiates price as required.
- Conducts other relevant duties as required.

**Skills** **Y**ou** **Bring**:

- Proficient in MS Office (Outlook, Excel, Word) and an ability to learn how to manage and use various software platforms.
- Empathetic, compassionate, and client focused.
- Ability to stay calm and assist in de-escalating an upset client (will receive training for this)
- Pass a Criminal Record Check for vulnerable persons.
- First Aid Level C Certification or obtain it within the first 3 months.

**Requirements**:

- 1-year relevant experience (office/administrative work or customer service), or an equivalent combination of education, training and experience.
- Grade 12 plus related post-secondary courses in secretarial training or office procedures.
- Or an equivalent combination of education, training, and experience.

**Why** **Work** **for** **Westcoast**:
Be part of a grassroots community-based agency committed to developing and strengthening our community together. As a Westcoast employee, you will benefit from:

- An opportunity to be a part of a hands-on mentoring experience, through role-modeling and coaching.
- Making a difference in your local community.
- A chance to do meaningful work with a committed team of professionals.
- Contribute to our commitment to being an inclusive and culturally safe environment for all.
- Join us in being allies to Indigenous peoples, on our journey to reconciliation.

***About Westcoast Family **Centres**:
Westcoast Family Centres Society is a multi-service community-based non-profit organization delivering child-centered, evidence-based programs and services to children and families in the Lower Mainland. Our mission is to strengthen and develop healthy relationships between children, their families, and their communities. Our programs and services aim to address the unique and varied

challenges faced by vulnerable families.

**About PCRS**

Pacific Community Resources Society (PCRS) has a 36-year history of providing a breadth of quality, accredited social services across British Columbia, including: education, employment, housing, substance use, mental health, and youth and family support services.

This role will support both Westcoast Family Centres and Pacific Community Resource Society.

Joining the team is an opportunity to be a part of a team where your skills and knowledge will make a positive impact in the lives of children and families. Westcoast takes pride in creating inclusive spaces, where its diverse workforce can thrive.

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