Program Assistant – Employment Services

at  Boys and Girls Clubs of South Coast BC

REQUIREMENTS

• Clear Criminal Record Check (vulnerable sector).
• A reliable vehicle insured for business use and two million liability.
• Post-secondary certification in office administration, program administration or related training. Experience/training payroll and/or accounting are assets
• One year’s experience working in and administrative support role. Experience working in an employment service setting is an asset.
• Knowledge of employment programs, services, and resources within the local community.
• Strong people skills with demonstrated experience in resolving issues, working with individuals from diverse backgrounds and complex barriers.
• Proficiency in MS Office and ability to use a variety of software programs, databases, and client tracking systems.
• Excellent communication skills (written and verbal).
• Highly organized and detail oriented.
• Ability to remain calm under tight timelines.

SUMMARY OF RESPONSIBILITIES

The Program Assistant is responsible for providing administrative, clerical and finance-related support to the employment services staff and assisting with the delivery of provincially and federally funded employment programs.

JOB DUTIES

• Understands and works in accordance with policies, procedures, and standards of BGC and the funder to meet project milestones and outcomes.
• Provides administrative support for program activities and staff such as filing, data entry, minute taking and ordering office supplies.
• Responds to telephone, email and in-person inquiries.
• Provides reception coverage during Administrative Assistant’s vacation and sick leave as well as coverage for the Program and Finance Administrator.
• Uses various in-house and government databases to input and maintain accurate participant information.
• Completes and uploads participant information into government database to submit monthly claims to the funder.
• Processes required documentation including distribution of project marketing materials and maintaining electronic and physical files in keeping with privacy/confidentiality related protocols.
• Coordinates collection, collation and tracking of all participant information for internal and contract reporting requirements.
• Responsible for ordering, tracking, and maintaining inventory.
• Reconciles participant wages, allowances, supports, (training, transportation, work equipment and clothing) and payments. Tracks amounts issued.
• Performs Accounts Payable duties ensuring all expenses have authorized approvals.
• Codes financial and accounting transactions to appropriate accounts and processes invoices for payment; monitors and reconciles financial supports and supplier payments.
• Reconciles and ensures accuracy of service provider invoices.
• Prepares and maintains complete records of the program’s accounting transactions and supporting documents, including time sheets and staff vacation tracking, maintaining payroll records for staff, processing participant payroll and bonuses, administering financial supports, and participant T4/T4A’s.
• Liaises with employer and community partners to obtain necessary financial documentation and participant attendance verification for work experience placements, wage subsidies and counselling services.
• Assists in the purchase of program equipment and supplies; attends to and reports technical problems related to the use of equipment.
• Ensures accurate, on time submissions of staff and client payroll.
• Uses software to coordinate the submission and processing of participant payroll.
• Maintains Participant payroll records and produces letters, emails, schedules, and other documents.
• Other related duties as required.