Administrative Clerk F/T (Chilliwack & Agassiz) -1515

at  Fraser Valley Aboriginal Children and Family Services Society

“WHAT WE DO TOGETHER…OUR H.E.A.R.T IS OUR DIFFERENCE.”

Do you have a genuine passion in promoting the values of Indigenous culture working with and for Indigenous children, youth, and families (First Nations, Métis, and Inuit) while respecting their cultural diversity?
If so, consider joining our Xyólheméylh work family. We are a fully delegated Indigenous Child & Family Service Agency providing programs and services to Indigenous children, youth, and families on and off reserve within Stó:lō Territory in the Fraser Valley between Yale First Nation and Surrey BC.
Our programs and services are created and delivered with the support of our Elders Advisory Council with special attention on strengthening culture and identity, while honoring the strength of families.
We strive to work in a holistic way to keep families together and reintegrate children back with their families and extended families.
Our service delivery is done with an open heart and an open mind focusing on the best interest of the family while keeping children at the center.
We work to ensure children are connected to their family and community while striving to ensure their inherent rights to heritage and identity are upheld in all we do.

POSITION SUMMARY:

Performs general clerical duties and routine administrative-related tasks for the Fraser Valley Aboriginal Child and Family Services Society, (FVACFSS). The position’s key results areas include administrative filing and record keeping; may require lifting (up to) 30 lb. of boxed files; data entry, typing; preparation/ drafting of routine email correspondence, administrative reports, and other communications; ordering of office supplies and equipment; monitoring & actioning ICM task list; general information assistance to staff, clients, and the public; and performing other tasks as assigned. The Administrative Clerk will share in the duties to provide coverage for reception multi lined phones.
Xyólheméylh is proud to have an Elders Advisory Council to ensure that culture is embedded throughout the agency ensuring the goals, missions and values are upheld in a good way. Lets’emót – to be of one heart and one mind.

EDUCATION, EXPERIENCE & KNOWLEDGE REQUIRED:

• Grade 12 Graduation; courses in Office Administration an asset
• Minimum of one-year related office/clerical experience
• Demonstrated ability to use all Microsoft programs
• Sound organizational skills, attention to detail, accuracy, ability to follow instructions, and analytical skills
• Ability to multitask in a fast-paced work environment
• Good verbal and written communication skills and ability to establish rapport with people of all educational and occupational backgrounds
• Obtaining the appropriate level of First Aid Certification for your base office would be an asset
• Valid BC driver’s license required
• Reliable transportation
• Criminal records check required

Maintains client files and general filing systems

• Sharing in the maintenance of the office filing system including creating files, combining files, splitting files, filing documentation on appropriate files, preparing files for closing, transfer and/or off-site storage; may require lifting to 30 lb. of boxed files, and moving file boxes regularly for organization
• Request’s and/or retrieves files from off-site storage
• File loose-leaf paperwork into the proper CS/FS/RE File
• Searches management information system for client’s previous/current agency involvement and updates electronic data base
• Create, send, and receive files electronically and with a paper-file-copy.
• Prepares files for court and/or lawyer with urgency
• Performs routine data entry and/ or typing of administrative memoranda, letters, and reports
• Data-Entry and Typing skills, and problem-solving skills
• Close attention to detail; constantly verifying numbers, names, and dates for filing in chronological order.
• Ability to utilize MS Office and ability to use/learn other computer programs.
• Write letters, print reports, create files, check ICM daily to do list

Performs administrative and front desk duties

• Greets, screens, and directs clients to appropriate office and agency for service
• Verifies identification of individuals for release of cheques, bus passes, tickets, purchase authorizations, prints and records cheques, ensures appropriate and advises worker if cheques not picked up
• Receives incoming calls, retrieves voice mail messages from after hours, identifies nature of call and information required, responds to general inquiries on a variety of government and community programs, takes messages and directs calls to appropriate staff

Ordering/Maintenance of Office Supplies and Equipment

• Orders and conducts regular inventories of office supplies, file materials and cultural supplies
• Maintenance of the office equipment
• Maintain inventory and replenishment on COVID-19 PPE supplies (masks, gloves, hand sanitizer, disinfectant wipes)

Performs Asset and Facilities Management

• Tracking of Agency assets; cell phones, laptops, furniture, and other properties using spreadsheets
• Facility management, building maintenance, building signage, and parking
• Security alarm systems, staff scan cards, and office keys
• Responsible for the Agency vehicle maintenance, repairs, and reports
• Completes monthly Visa reconciliations

Booking Assistance and Travel Arrangements for Staff

• Assists with bookings; meeting rooms, equipment, hotels, and travel arrangements if necessary
• Assists with appropriate sign-in/out forms, keys, mileage records, repairs, and maintenance records

Other Duties

• Performs other tasks as assigned, including administrative staff back-up duties and responsibilities which may include the Reception Clerk, Administrative Assistant petty cash and gift card reconciliations, and vacation/emergency relief at other office locations
• Ensure the meeting rooms are clean and tidy after each meeting
• Makes arrangement for catering and/or purchase of food for meeting and/or visits
• Retrieve bus passes and gift cards from the appropriate departments and filing at front desk
• File cheques at front desk