Office Administrator

Bc Family Maintenance Agency • Victoria, BC

19d • Onsite

About The Position

The BC Family Maintenance Agency (BCFMA) is responsible for the client-centric administration of child and spousal maintenance services for British Columbians. BCFMA offers support that strengthens families so that they may achieve their full potential and secure the best possible future for their children. We are committed to promoting equity, anti-racism, and multiculturalism, addressing social and health issues such as mental health and poverty, and providing services that make communities safer. We strive for lasting and meaningful reconciliation through Indigenous-specific community recognition, outreach, and relationship-building efforts.

BCFMA is committed to reconciliation with Indigenous Peoples, honouring the Provincial commitment to the United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), the Declaration on the Rights of Indigenous Peoples Act, and the Truth and Reconciliation Commission’s (TRC) Calls to Action. Through fostering respectful and collaborative relationships with Indigenous partners and stakeholders, BCFMA delivers on the government’s priorities.

BCFMA is currently seeking qualified Office Administrator candidates to join our team in our Victoria office.

The Office Administrator reports to the Manager, HR Systems and Administration. This role oversees and coordinates various administrative functions that support management and employees. It also requires a strong attention to detail, the ability to set priorities and handle complex and sensitive issues, ensures diplomacy, sound judgment, and a high level of confidentiality. It requires public sector knowledge to apply and interpret Agency practices and Collective Agreements. This role supports and coordinates the administrative tasks, timekeeping, onboarding/ offboarding processes and documentation tracking for BCFMA’s UKG Human Resources Information System (HRIS). It provides coordination and support with the office building's facilities and asset management. It requires excellent interpersonal, written, and verbal communication skills. The role prepares agendas, takes notes at meetings and coordinates travel arrangements for leaders and employees.

Requirements

• High school diploma supplemented by a completion of a certificate in office administration or equivalent.
• A minimum of three years related administrative/coordinator experience; an equivalent combination of education, experience, and/or training will be considered.
• Advanced experience (Minimum three (3) years) using Microsoft Office Suite.
• Experience with highly confidential and sensitive information.
• Strong organizational and prioritization skills.
• Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to apply critical thinking and exercise sound judgment in decision-making.
• Ability to interpret and apply relevant policies, procedures and guidelines.
• Ability to accurately monitor and track deadlines and information.
• A Criminal Record Check is required.
• Candidates must be a Canadian citizen or Permanent Resident to apply for this full-time opportunity.
• The successful candidate hired for the role must be living in British Columbia at the time of employment.

Nice To Haves

• Public sector knowledge to apply and interpret Agency practices and Collective Agreements.

Responsibilities

• Supports the management team with troubleshooting and timekeeping in the HRIS UKG Workforce Management (WFM) system.
• Supports the maintenance of employee profiles in the HRIS UKG WFM, which includes but not limited to profile updates, timekeeping, managing schedules and creating/updating shift patterns.
• Supports and coordinates administrative onboarding and offboarding processes for employee, including but not limited to processing all necessary documents, forms, overview of policies and procedures.
• Supports and coordinates the overview of Occupational Health and Safety, emergency preparedness requirements and facilitates office site tours as an Employer Member of the Committee in accordance with Health and Safety Principles established by WorkSafe BC and all relevant legislation.
• Provides administrative support for the Agency in a provincial model.
• Maintains day-to-day operational tasks, purchase approval process following budgetary requirements and reconciliation guidelines.
• Maintains a high level of confidentiality with complex, sensitive information in administrative support.
• Consults and coordinates with CBRE/Landlord for office maintenance/repairs as required.
• Maintains effective working relationships with internal and external stakeholder relations.
• Maintains the Office Administrator Guidelines, Policies, and Standard Operating Procedures to ensure efficient business practices and timely responses are met with high volume changing priorities.
• General knowledge of Collective Agreements, BCFMA policies, procedures, and databases.
• Maintains a current list of user IDs for the various internal and external website applications used by Operations employees.
• Processes and tracks critical incidents in coordination with leadership and advises HR accordingly.
• Confirms union leave dates for monthly reconciliations by Financial Services.
• Administers archiving processes for closure of files and coordinates off-site storage.
• Prepares agendas, takes notes at meetings and coordinates travel arrangements for leaders and employees.
• Supports administrative projects.
• Other duties as assigned.

Benefits

• Work-life balance with a Monday to Friday work week.
• Participation in a Defined Benefit Public Service Pension Plan.
• Competitive benefits package including extended health, dental, above standard vacation entitlement, company paid sick time and flex days.
• On-the-job training with opportunities for ongoing learning and development.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED