Administrative Clerk- 9 Month Term (Agassiz)-1906
About The Position
The Administrative Clerk performs general clerical duties and routine administrative-related tasks for the Fraser Valley Aboriginal Child and Family Services Agency (FVACFSS). This is a 9-month term position located in Agassiz. The role involves administrative filing and record keeping, which may require lifting up to 30 lbs of boxed files. Other duties include data entry, typing, preparing routine correspondence and reports, ordering office supplies and equipment, monitoring task lists, providing general information assistance, and sharing reception duties for multi-line phones. The agency, Xyólheméylh, emphasizes Indigenous culture and works holistically to keep families together and reintegrate children with their families, guided by an Elders Advisory Council.
Requirements
- Grade 12 Graduation
- 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
- Valid BC driver’s license required
- Reliable transportation
- Criminal records check required
Nice To Haves
- Courses in Office Administration are an asset
- Obtaining the appropriate level of First Aid Certification for your base office would be an asset
Responsibilities
- Maintains client files and general filing systems, including creating, combining, splitting, filing, and preparing files for closing, transfer, or off-site storage.
- Requests and retrieves files from off-site storage.
- Files loose-leaf paperwork into the appropriate CS/FS/RE File.
- Searches management information system for client history and updates electronic databases.
- Creates, sends, and receives files electronically and in paper format.
- Prepares files for court and/or lawyers with urgency.
- Performs routine data entry and typing of administrative memoranda, letters, and reports.
- Greets, screens, and directs clients to appropriate office and agency for service.
- Verifies identification for release of cheques, bus passes, tickets, and purchase authorizations.
- Receives incoming calls, retrieves voice mail messages, responds to general inquiries, takes messages, and directs calls to appropriate staff.
- Orders and conducts regular inventories of office supplies, file materials, and cultural supplies.
- Maintains office equipment and inventory of COVID-19 PPE supplies.
- Tracks agency assets such as cell phones, laptops, furniture, and other properties using spreadsheets.
- Manages facility maintenance, building signage, parking, security alarm systems, staff scan cards, and office keys.
- Responsible for agency vehicle maintenance, repairs, and reporting.
- Completes monthly Visa reconciliations.
- Assists with bookings for meeting rooms, equipment, hotels, and travel arrangements.
- Assists with sign-in/out forms, keys, mileage records, and maintenance records.
- Performs other tasks as assigned, including administrative staff back-up duties, petty cash and gift card reconciliations, and relief at other office locations.
- Ensures meeting rooms are clean and tidy after each meeting.
- Makes arrangements for catering and/or purchase of food for meetings and visits.
- Retrieves bus passes and gift cards from appropriate departments and files them at the front desk.
- Files cheques at the front desk.
Benefits
- Employer paid Extended Health benefits
- Attractive pension program with the Public Service Pension Plan
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
