Administrative Assistant 2

**JOB OPPORTUNITY: Administrative Assistant 2 - PRIYD**

**Administrative Assistant 2 - PRIYD**Competition #41-25

About Our Opportunity:
Working within the mission, vision, values and person-centred philosophy of the Agency, the Administrative Assistant 2 is responsible for ensuring the administrative needs of the program are met and carried out in an efficient and supportive manner. This position includes providing direct administrative coordination and support. It actively supports the Agency’s awareness and goals around diversity and inclusion.

**Administration**
- Responsible for the smooth operation and management of the administrative aspects of the program
- Provide administrative support with respect to all aspects of administrative work, word processing and distribution of correspondence, memoranda, forms, reports, and minutes of meetings, data entry and monthly statistics
- Develop and maintain procedures and systems that affect the smooth functioning of the office and program; ensure forms/documentation are appropriately updated and available. Maintain client files with additions, changes, and closures
- Reconcile incoming ISW activity logs against ADP hourly ISW entries within 48 hours; follow up with ISWs regarding missing or late logs, entries, and other questions; ensure that hourly ISW time cards are accurate and up-to-date as of ADP deadline
- Organize monthly logs for data entry, produce detailed monthly reports of program outputs for stakeholders, and produce Monthly Report packages for Liaison meetings with MCFD
- Ensure the office is well-maintained and that building regulations are adhered to
- Update and maintain Iron Mountain Records. Ensure the timely transfer of closed files to Iron Mountain

**System Support**
- Provide database and clerical support to Managers with respect to MS Access, from opening client files to discharge and closure
- Analyze data and present information in a meaningful and engaging way
- Maintain accurate client spreadsheets in Access and Excel
- Enter data for new clients and demographics, quarterly stats, and monthly reports
- Identify database efficiencies and opportunities for enhanced client data management

**Financial Support**
- Monitor, process, and reconcile the petty cash float, and submit invoices to Accounting; scan reimbursement documents and receipts, save in SharePoint for office records
- Train and assist staff with the completion of expense claims for Co-Management approval, including cheque requisitions and mileage forms, etc.
- Check ISW expense claims for accuracy and process them according to the reimbursement cycle
- Reconcile PRIYD program Visa purchases for approval and processing

**Health and Safety**
- Liaise with the Health and Safety Coordinator to ensure that the Program Manual, the Health and Safety Manual, the Office Policies Manual, and the online information for the Program are up to date and meet CARF accreditation standards
- Keep the Staff Emergency Contact List up to date and inform the Health and Safety Coordinator of any changes
- Attend Health and Safety meetings, flag issues of concern related to compliance or adherence to co-managers and act as First Aid attendant for the site
- Complete quarterly workplace inspections
- Check and maintain supplies for first aid kits

**Quality Assurance**
- Collect, collate, and organize Client Satisfaction Surveys, Client Feedback forms, and Stakeholder Feedback forms in preparation for the quarterly reports
- Collect, collate, and analyze data to support proposals, program performance review, as well as regular reports

**We Value You
- Benefits**:

- Three weeks’ vacation for full-time staff
- entitlement increases from there
- Three paid household leave days a year*
- Two paid Wellness Days a year
- Paid sick days
- Two and a half paid Agency days for full-time staff *
- Five paid days for education leave/year
- One paid Moving Day/year
- Subsidized professional association annual dues (if applicable)
- A work culture that values transparency, teamwork, learning, fairness and integrity
- (pro-rated for part-time staff)

**Health and Wellness Resources**:

- Generous health/dental benefits after 3 months.
- Three flex benefit options to meet your individualized needs
- Option of psychological/counselling services (up to $1500/year)
- Employee Assistance Plan
- Long Term Disability Plan
- Insurance, Travel insurance, ++

**Pension**: Municipal Pension plan enrollment for eligible employees

**Work Hours**: Full-time, 35 hours per week, Monday to Friday, 9:00-5:00

**Salary**: GS7 Step 1 $25.07 per hour

**Location**: 1638 E Broadway, Vancouver BC, with the possibility to work some hours from home as deemed appropriate by Managers.

**Posting End Date**:Posting will remain open until filled.

What do you need to succeed?

**Education, Training, Experience**
- Minimum of a Grade 12 diploma, plus 2 years post-secondary education in business or administration, with 3 years of off