Operations Assistant

**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