Administrative Assistant 6 month Term (Abbotsford)-1913

Fraser Valley Aboriginal Children and Family Services Society•Abbotsford, BC

3d•CA$50,187 - CA$56,548•Onsite

About The Position

This position provides support to professional staff in the assigned team serving children and families. Key responsibilities include assisting professional staff, maintaining reports, records, documentation needs for cases, financial records, and files. The Administrative Assistant is required to have a good understanding of the professional staff’s requirements, court processes and case management techniques and have a good understanding of programs and community resources. 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.

Requirements

Grade 12 graduation; completion of office administration courses an asset.
Minimum three years progressively responsible administrative and/or clerical experience. Work experience credit may be given for completion of office administration courses.
Proficiency with Word, Excel, and Outlook.
Sound organizational and analytical skills, attention to detail, accuracy, and flexibility.
Ability to work under pressure, communicate effectively orally and in writing, set priorities and manage workload with minimal supervision, develop and maintain effective working relationships with a diverse group of individuals, and maintain strict confidentiality.
Valid BC driver’s license required – no restrictions.
Reliable transportation
Criminal records check required.

Nice To Haves

Obtaining the appropriate level of First Aid Certification for your base office would be an asset.

Responsibilities

Provides financial and administrative support to the professional staff and Team Leader
Payment Request (PRQ) in ICM for financial support payments when approved
Child in Care (CIC) payment requests, maintaining reports, records, documentation needs for cases, monitoring agreements with financial supports, and financial records
Managing, coding, preparing, arranging logistics and monitoring status of support payments including One-Time Only (OTO) in multiple systems
Prepare all Out of Care (OOC) invoices in a timely manner (done manually) and deliver to the finance department for proper tracking and payment
Monitor and report status of payments to Social Workers, Team Leaders, and clients
Maintain spreadsheet of child service files from ICM for monthly reports to finance
Resolving payment problems and advise professional staff of pending financial issues in a timely manner
Preparing required information to initiate contracts
Liaising with other ministries and agencies as required for Consolidated Physical File (CPF) management problems, coordinating support payments during transfers
Ensure timely payments to Foster Parents using the RAP/ICM system and maintain a system of financial management and control
Prepare various reports
Process a variety of documents; gift card and gas card requests, submitting CF2044 subsidy applications for Child in Care (CIC) in resource homes at the request of the Social Worker
Maintains accurate, up-to-date documentation
Researching material – i.e., policy and procedures for a change of name for a child, policy and procedure for First Nations Status registration, interprovincial I.D. application, First Nations Health Authority (FNHA) resources, RCMP numbers for victim assistance claims, policy and procedure
Ensuring computer information systems (ICM) are updated
Applying for medical and/or Pacific Blue Cross coverage for children in care and as requested by professional staff for other legal
Ensuring Referral Documentation has been completed, printed, and passed to the appropriate resource retaining file copy when a child/youth comes into care or changes resources
Monitor After Hours memos and alerts in ICM, communicating with the screening team, looking up key player in system to determine Social Worker, updating the screening log spreadsheet
Email current Duty Worker list to Reception in the morning daily
Sharing in the maintenance of the office filing system, ensuring filing is complete and within the Ministry standards
Provides administrative support to the Team Supervisor and professional staff
Interacts with Children in Care (CIC), caregivers and/or families
Manage Invoicing for shared resources (resources shared with Ministry of Child and Family Development, MCFD)
Assists Professional Staff with court processes