Office Manager, Workbc North Vancouver
4 days ago
Job DescriptionAs part of the leadership team, this position oversees the daily operations of the Employment Services Centre (ESC), addressing facility maintenance, lease issues, and ensuring compliance with contractual obligations. Responsibilities include improving front office systems, supporting quality assurance audits, financial reporting, and managing inventory. The role involves hiring, training, and supervising administrative staff, managing client financial supports, and providing technical support. Additionally, it handles health and safety functions, liaises with various departments and service providers, and assists with the Integrated Case Management (ICM) system. This position also serves as a backup for the ESC Manager when needed.
**What you’ll be doing**:
- Oversees facility operations of the ESC. This includes responding/resolving all maintenance, lease, telephone, janitorial, and alarm system issues that may arise.
- Creates/Implements/Improves Front Office Systems, protocols, customer services/best practices policies to ensure the requirements for the WorkBC Employment Services Centre and Satellites Offices meet/exceed the contractual obligations with the Ministry
- Assists the ESC Manager and Quality Improvement team with regular quality assurance audits through ICM and hard file reviews
- Working collaboratively with the Directors and ESC Senior Operations Manager to ensure financial targets are being met. Create monthly reporting.
- Ensuring invoices are coded, signed by the ESC Manager and sent to Finance in a timely manner
- Liaise with YWCA Purchasing Department and Accounts Payable; manage client financial supports for the centre
- Responsible for Monthly and Annual Inventory Control
- Provide technical support and troubleshooting for staff and clients
- Hiring, scheduling and supervision of office administration staff; conducts performance reviews of administration staff
- Liaise with service providers; oversee registration & coordinate payments for clients
- Approving VSF ICM orders and reconciling FSPS orders with Finance Department to ensure accurate and timely input in ICM
- Assists ESC Manager with Health and Safety functions of the centre, including safety drills and reporting, Joint Health and Safety Committee
- Orient new front desk staff to the WorkBC ESC workplace environment and YWCA policies. This includes creating PANs, Systems Access Forms, etc.
- Reviewing/investigating ICM issues case-by-case in ICM and/or with the Case Manager, and Financial Analyst
- Assists Case Managers in correcting ICM errors
- Train and support front office staff on the ICM database and centre systems, policies, and customer service delivery as it pertains to the Employment Program of BC and the YWCA
- Provide backup for ESC Manager if/when required
- Other duties as assigned
**What you’ll need**:
- Strong administrative, and management experience
- Highly organized and comfortable with scheduling, time and file management
- Ability to multitask effectively and meet the required deadlines
- Experience in financial administration and some financial analysis would be an asset
- Experience working in the Ministry’s Integrated Case Management database would be an asset
- Experience and knowledge working with federal and provincial programs and policies
- Excellent communication skills working with a variety of people and different levels of government and the business community, both written and verbal
- A demonstrated positive attitude towards change
- Minimum Education Level: Bachelor’s degree or equivalent combination of education and work experience
- Excellent technical and computer skills in Microsoft Office, SharePoint, and Zoom are required
- Ability to work full-time and in-person on the North Shore
- Comfortable working on the front line of a busy employment centre, working with a range of clients including homeless clients, clients with mental health concerns, and clients with disabilities
- Strong interpersonal skills are required to build effective relationships internally and externally
- A valid clear criminal record check (including working with vulnerable populations) is required.
- The YWCA Metro Vancouver’s COVID-19 vaccination policy is currently suspended and as a result, vaccination from COVID-19 is not required at this time. However, should circumstances change and the YWCA deem it necessary to reintroduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties.
**What we offer**: We offer our eligible employees the following benefits as part of their total compensation package:
- Extended medical and dental benefits
- A defined benefit pension plan
- Flexible working arrangements for applicable positions
- Employee Family Assistance Program, a confidential and voluntary support service for employees and their eligible family members
- Free staff membership to our Health
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