Administrative Assistant

Options Community Services•Surrey, BC

19d•Onsite

About The Position

Options Community Services is a non-profit organization dedicated to delivering social services across the Southern Fraser region (Surrey, Delta, White Rock and Langley) from early childhood to seniors. Our comprehensive range of programs and services relies on collaborative relationships with individuals, businesses, community groups and government bodies to create focused, effective and responsive resources for the community. Reporting to the Program Manager, the successful candidate will perform a broad range of confidential administrative and coordination duties to support program operations and outcomes. Responsibilities include maintaining accurate and confidential records, monitoring and responding to ICM service requests, and addressing inquiries from clients, staff, and community partners. The role coordinates incoming and outgoing client case transfers across WorkBC locations and supports the ongoing updating of manuals, directories, and client packages. Working closely with program staff, the position assists with administrative processes such as uploading documentation into client files, processing billing, closing cases, and tracking financial supports. The role also contributes to data quality initiatives by completing corrections and conducting 4, 24, and 52-week follow-ups to enhance key performance measures and program success. Additional responsibilities include managing inventory and purchasing supplies, including client supports such as food vouchers and bus tickets, preparing statistical and operational reports, processing annual file archiving, and managing orders and invoices. The successful candidate will collaborate with cross-functional teams to support administrative process improvements, participate in team meetings, and ensure adherence to organizational policies, program standards, and health and safety guidelines, while performing other duties as assigned.

Requirements

High school diploma.
At least one year of experience in an administrative or intake role.
Strong computer skills, including MS Office.
Ability to undergo a Police Information Check (PIC).
Ability to undergo a Vulnerable Sector Check by the Ministry of Justice.
High level of confidentiality.
Excellent communication and relationship-building skills.
Cultural sensitivity.
Ability to work both independently and collaboratively in a fast-paced environment.
Strong organizational skills.
A flexible, team-oriented approach.

Nice To Haves

Post-secondary administrative certificate or diploma.
Experience working with vulnerable or marginalized populations.
ICM Experience.
Knowledge of community resources and employment services.
Additional languages.
Experience with data systems.

Responsibilities

Maintain accurate and confidential records.
Monitor and respond to ICM service requests.
Address inquiries from clients, staff, and community partners.
Coordinate incoming and outgoing client case transfers across WorkBC locations.
Support the ongoing updating of manuals, directories, and client packages.
Assist with administrative processes such as uploading documentation into client files, processing billing, closing cases, and tracking financial supports.
Contribute to data quality initiatives by completing corrections and conducting 4, 24, and 52-week follow-ups.
Manage inventory and purchasing supplies, including client supports such as food vouchers and bus tickets.
Prepare statistical and operational reports.
Process annual file archiving.
Manage orders and invoices.
Collaborate with cross-functional teams to support administrative process improvements.
Participate in team meetings.
Ensure adherence to organizational policies, program standards, and health and safety guidelines.
Perform other duties as assigned.