Administrative Clerk - F/T (Chilliwack)-1897

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

4d•CA$47,392 - CA$54,351•Onsite

About The Position

The Administrative Clerk performs general clerical duties and routine administrative-related tasks for the Fraser Valley Aboriginal Child and Family Services Society (FVACFSS). This role involves administrative filing and record keeping, which may include lifting up to 30 lbs of boxed files. Key responsibilities include data entry, typing, preparing routine correspondence and administrative reports, ordering office supplies and equipment, monitoring task lists, providing general information assistance to staff, clients, and the public, and performing other assigned tasks. The Administrative Clerk will also share duties to provide coverage for reception and multi-lined phones. FVACFSS is committed to embedding culture throughout the agency, guided by its Elders Advisory Council, to uphold its goals, missions, and values.

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 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, and filing documentation. May require lifting up to 30 lb. of boxed files and moving them regularly for organization.
Requests and/or retrieves files from off-site storage.
Files 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.
Creates, sends, and receives 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.
Performs administrative and front desk duties, including greeting, screening, and directing clients.
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.
Orders and conducts regular inventories of office supplies, file materials, and cultural supplies.
Maintains office equipment and COVID-19 PPE supplies.
Tracks agency assets such as cell phones, laptops, and furniture using spreadsheets.
Manages facility maintenance, building signage, parking, security alarm systems, staff scan cards, and office keys.
Responsible for agency vehicle maintenance, repairs, and reports.
Completes monthly Visa reconciliations.
Assists with bookings for meeting rooms, equipment, hotels, and travel arrangements.
Assists with sign-in/out forms, keys, mileage records, repairs, and maintenance records.
Performs other tasks as assigned, including administrative staff back-up duties and relief at other office locations.
Ensures meeting rooms are clean and tidy after each meeting.
Arranges for catering and/or purchase of food for meetings and/or visits.
Retrieves bus passes and gift cards from appropriate departments and files them at the front desk.
Files cheques at the front desk.