13215 - Program Assistant

At S.U.C.C.E.S.S., you will be able to grow and develop alongside a diverse team of professionals and enjoy great benefits and perks. Experience what it is like to join a purpose-driven organization and make meaningful contributions to our community. Explore our amazing new opportunities.

**Division**:Integrated Services for Newcomers

**Program**: Employment & Entrepraneurship

**Employment Type**: Permanent Full Time

**Reports to**: Centre Manager

**Job Summary**:
The Program Assistant provides general office upkeep and operational support to ensure smooth day-to-day operations of the WorkBC Employment Services.

**Key Duties and Responsibilities**:
**Administrative**
- Receives and distributes incoming mails, including newspapers, magazines and packages
- Delivers out-going letters/packages to post office
- Places orders and stocks office and program supplies
- Creates and maintains records of inventory for equipment, digital devices, furniture and program and office supplies
- Creates and maintains a tracking system for the assignment of equipment, digital devices, and office keys
- Creates and maintains a tracking system for support items distributed to clients
- Compiles leave of absence of staff and provides monthly record
- Creates and maintains digital and physical filing systems
- Maintains subscription accounts
- Maintains the neatness of office premises, including common areas and storage spaces
- Tracks and compiles reports such as staff training, client satisfaction, first aider list
- Takes minutes at meetings and disseminates to participants
- Assists with the logistics for meetings, events (e.g. centre visits, open house, job fairs)

**Finance**
- Processes accounts payable and accounts receivable duties
- Creates and tracks Purchase Orders and follows through on agency’s purchasing approval procedures
- Liaises with various vendors to submit orders and receive materials
- Creates orders in WorkBC ICM system and follows direction for WorkBC financial controls and record-keeping
- Reconciles the financial support items with the documents on ICM system, and resolves issues with team members
- Liaises with agency’s Finance personnel to answer routine questions and resolve issues affecting payments/receipts
- Monitors accounts receivable and assists with collection activities as necessary
Performs monthly, quarterly, and annual accounting activities, including reconciliations of bank and credit card accounts
- Assists with the monthly/quarterly forecasts
- Other related duties as assigned by the Centre Manager

**Education, Training and Experience**:

- Post-secondary education in Business or Social Sciences
- Diploma/Certificate in office management or equivalent education/experience in office administration
- Experience in Paramount Workplace software is an asset
- Knowledge of administrative and accounting practices
- Experience working in a multilingual and intercultural workplace

**Job Skills and Abilities**:

- Excellent written and verbal communication skills
- Excellent interpersonal skills
- Excellent accounting skills
- Excellent organizational and time management skills
- Excellent attention to detail
- Excellent record management skills with clear understanding of data security and confidentiality
- Ability to work independently and as a part of a team

**Additional Information**:

- Criminal Record Check Required
- Ability to work shifts during office hours (8am - 6pm)

**About S.U.C.C.E.S.S.**:
S.U.C.C.E.S.S. is a multicultural social services agency and registered charity located on the unceded Coast Salish lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations, S.U.C.C.E.S.S. has been helping Canadians and newcomers to achieve their full potential on their Canadian journey since 1973. We are one of the largest social service agencies in Canada, with offices in BC, Ontario and internationally/abroad. We offer programs and services in the areas of immigration, newcomer settlement, English-language training, employment and entrepreneurship, family, youth and seniors programming, health education, community development, affordable housing and seniors care.

At S.U.C.C.E.S.S., we take care of our communities and our people

Our staff is the source of our success and we make it a priority to ensure work-life balance for our staff. We offer a range competitive and comprehensive benefit packages to ensure the well-being our staff. Subject to the type of employment, benefit packages may include:

- paid time off ‘_monthly wellness days_’ (up to 12 days per year)
- additional agency holidays ( 2 additional statutory holidays)
- 3 weeks annual vacation (starting) and up to 6 weeks (maximum)
- company-funded pension (GRRSP)
- extended health & dental plan
- employee & family assistance programs
- access to wellness programs (such as subscription to _Headspace_), and more

S.U.C.C.ES.S. is an equal opportunity employer. We are