Case Management Assistant
4 weeks ago
The Case Management Assistant provides a range of administrative and technical services to support the day-to-day operations of PLEA's programs and services.
Position Type: Regular Full-Time
Location: Abbotsford, BC
Hours of Work: The usual hours of work in this position are Monday to Friday from 8:30AM to 4:00PM, based on 35 working hours per week.
Minimum Requirements: a Bachelor's degree in a related field.
Who We Are:
PLEA is an accredited, not-for-profit, charitable community services agency that has operated throughout BC for more than 40 years. We deliver high quality, innovative services to children, youth, adults, and families facing significant challenges in their lives. PLEA is an ally in reconciliation. The organization is committed to providing culturally safe programs and continuing to work towards breaking down the barriers that cause harm to Indigenous people and communities.
What You Will Do:
Provide information to program participants and visitors, assist with the intake process, and respond to queries with regards to the agency and the services provided including making informal referrals to other resources.
Research, compile, review, reconcile and/or maintain a variety of information and records. Ensure that filing systems, records, and program folders are current, accurate, and effectively meet service delivery requirements.
Assist contractors, staff and managers with preparing a variety of reports and records required to meet accountability and quality assurance requirements. Maintain program participant and program information using spreadsheets and/or database software.
Produce and organize participant and service summary and statistical reports, as well as financial and program-efficiency related reports. Track program and contract deliverables and provide data/cost analysis where required. Act as the administrative liaison with funders and provide first line resolution of issues. Ensure that reports are sent out to various partners as required.
Track individual contract details and communicate information effectively between internal/external partners. Act as the liaison with regards to the gathering of detailed information for the processing of payments to contractors.
Provide practical assistance to staff with regards to program operations and administrative requirements, and respond to inquiries from partners regarding the services provided, and the process for making referrals.
Transcribe referral data to internal systems, and ensure that all statistical data is current, complete and accurate.
Provide orientation and ongoing support to program staff on using internal systems, including the development of tutorials to provide readily accessible assistance.
Serve as the receptionist when required; answer telephones and in person inquiries and route to appropriate staff members; sort and distribute incoming mail and prepare outgoing mail; operate a variety of office equipment and ensure these are regularly maintained and in good working order. Help troubleshoot computer and internet issues prior to referring to IT services.
Make arrangements for meetings, appointments and travel as required. Assist in making arrangements for special events, conferences and other community initiatives. Prepare agendas and record minutes at meetings when required.
Ensure that all records, reports, and documentation pertaining to service delivery are accurate, complete and in compliance with PLEA's policies and procedures.
Ensure that the agency's records are safely stored and organize retrieval and control of records as required.
Protect and uphold confidentiality.
Perform other related duties as required.
What You Will Bring:
Demonstrated ability to type 60 words per minute and efficiently operate a PC and other office equipment.
Strong organizational, time and general management skills.
Demonstrated ability to communicate effectively orally and in writing, including communicating with the public, and agency personnel in a friendly and effective manner.
Demonstrated ability to organize work effectively, including managing different priorities and adapting to changing circumstances.
Demonstrated ability to work independently, take initiative, make sound decisions, and be held accountable for results.
Demonstrated ability to be sensitive and understanding of their social realities including issues of race, culture, religion, gender identity, sexual orientation, poverty and lifestyle.
Demonstrated knowledge of issues and trends related to the program.
Experience in responding to enquiries from members of the community and providing support and service to a wide range of individuals.
Experience in handling confidential and sensitive information, communicating effectively with members of the community and managing difficult situations constructively.
Knowledge of Microsoft Office suite, database systems and web-based conferencing tools.
PLEA Benefits and Perks:
Eligibility to enroll in health/welfare benefits on the first day of the month following the completion of the probation period.
Education and Training Fund*
Physical Activity Fund*
Employee and Family Assistance Program (EFAP): confidential and voluntary counselling support services and wellness resources.
Discounted Membership Fees for Club 16 Trevor Linden and She's Fit.
Employee Recognition Program (i.e., long service awards).
Agency-Sponsored Social Events (i.e., summer barbecue, annual holiday party, and team days).
Perkopolis Membership - exclusive managed discount, reward, and benefits programs.
*these benefits are available to employees who are eligible for PLEA's health and welfare benefits.
Additional Requirements:
Satisfactory Criminal Record Clearance.
Must possess a valid Occupational First Aid Level 1 Certificate or be willing to obtain one prior to hire.
A valid Class 5 or 7N B.C. Driver's License, and suitable driver's abstract/claims history.
Access to a personal vehicle for work-related travel. This position requires travel in the Lower Mainland and Fraser Valley.
Documentation that the applicant is legally approved to work in Canada.
Our funding contracts require that successful applicants are fully vaccinated against COVID-19 prior to their start date.
Please submit a resume and cover letter referencing the competition number 2024072CMA1. Closing date for Internal Applications: Friday, May 31, 2024 at 4:30PM. If the position is not filled internally, it will remain open until filled.
Note: PLEA conducts primary source verification of applicant's credentials including education, training, work history, and licensure.
We thank all applicants for their interest; however, only those shortlisted for an interview will be contacted.
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