Administrative Clerk

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

7d•Onsite

About The Position

Xyólheméylh is a fully delegated Indigenous Child & Family Service Agency providing programs and services to Indigenous children, youth, and families (First Nations, Métis, and Inuit) on and off reserve within Stó:lō Territory in the Fraser Valley. Their programs and services are created and delivered with the support of their Elders Advisory Council, focusing on strengthening culture and identity, keeping families together, and reintegrating children with their families. Service delivery is done with an open heart and mind, prioritizing the best interest of the family and ensuring children are connected to their family and community while upholding their inherent rights to heritage and identity. The Administrative Clerk position is a 1-year term position, with the length potentially dependent upon the return of the incumbent. This role performs general clerical duties and routine administrative-related tasks for the Fraser Valley Aboriginal Child and Family Services Society (FVACFSS). Key responsibilities include administrative filing and record keeping, which may involve lifting up to 30 lb. of boxed files, data entry, typing, preparing routine email correspondence, administrative reports, and other communications. The position also involves ordering office supplies and equipment, monitoring and actioning the ICM task list, providing general information assistance to staff, clients, and the public, and performing other assigned tasks. The Administrative Clerk will also share in reception duties, including managing multi-line phones.

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
Sharing in the maintenance of the office filing system including creating files, combining files, splitting files, filing documentation on appropriate files, preparing files for closing, transfer and/or off-site storage; may require lifting to 30 lb. of boxed files, and moving file boxes regularly for organization
Request’s and/or retrieves files from off-site storage
File 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
Create, send, and receive 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
Data-Entry and Typing skills, and problem-solving skills
Close attention to detail; constantly verifying numbers, names, and dates for filing in chronological order
Ability to utilize MS Office and ability to use/learn other computer programs
Write letters, print reports, create files, check ICM daily to do list
Performs administrative and front desk duties
Greets, screens, and directs clients to appropriate office and agency for service
Verifies identification of individuals for release of cheques, bus passes, tickets, purchase authorizations, prints and records cheques, ensures appropriate and advises worker if cheques not picked up
Receives incoming calls, retrieves voice mail messages from after hours, identifies nature of call and information required, responds to general inquiries on a variety of government and community programs, takes messages and directs calls to appropriate staff
Orders and conducts regular inventories of office supplies, file materials and cultural supplies
Maintenance of the office equipment
Maintain inventory and replenishment on COVID-19 PPE supplies (masks, gloves, hand sanitizer, disinfectant wipes)
Tracking of Agency assets; cell phones, laptops, furniture, and other properties using spreadsheets
Facility management, building maintenance, building signage, and parking
Security alarm systems, staff scan cards, and office keys
Responsible for the Agency vehicle maintenance, repairs, and reports
Completes monthly Visa reconciliations
Assists with bookings; meeting rooms, equipment, hotels, and travel arrangements if necessary
Assists with appropriate sign-in/out forms, keys, mileage records, repairs, and maintenance records
Performs other tasks as assigned, including administrative staff back-up duties and responsibilities which may include the Reception Clerk, Administrative Assistant petty cash and gift card reconciliations, and vacation/emergency relief at other office locations
Ensure the meeting rooms are clean and tidy after each meeting
Makes arrangement for catering and/or purchase of food for meeting and/or visits
Retrieve bus passes and gift cards from the appropriate departments and filing at front desk
File cheques at front desk