Float Administrative Assistant

Vancouver Aboriginal Child and Family Services Society; Vancouver; On-site; CAD 50,000 - 57,000; Full time

Job summary

An Indigenous community service organization is seeking a Float Administrative Assistant to provide essential administrative support across various programs. The role involves maintaining client files, preparing documents, and assisting collaboratively with the team. Candidates should have administrative experience, proficiency in MS Office, and strong interpersonal skills. The position offers a competitive salary, benefits, and is based in Metro Vancouver with no remote work options available.

Benefits

Extended health and dental benefits

Employee and family assistance program

Three weeks of vacation

Public service pension plan

Access to cultural clinical counselling

Qualifications

• A certificate or diploma in an administrative program is required.
• 2-5 years experience working in an office setting is needed.
• Knowledge of office practices and procedures is important.
• Ability to prioritize and handle multiple priorities is necessary.
• Criminal record check for working with vulnerable populations is required.

Responsibilities

• Provide administrative support services for the program and team.
• Maintain client files and prepare documentation and reports.
• Assist with switchboard duties as needed.
• Collaborate effectively in a team environment and engage clients.

Skills

Proven administration skills

Excellent verbal communication

Interpersonal skills

Ability to work under stress

Proficiency in MS Office

Ability to engage with clients

Ability to prioritize tasks

Teamwork capabilities

Education

Certificate or diploma in an administrative program

2-5 years experience in an office setting

Knowledge of filing systems

Tools

MS Office (Teams, Outlook, Excel, Word, PowerPoint)

Job description

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Float Administrative Assistant

Vancouver, BC Full-time $50,190.86-$56,546.21/year

At VACFSS, we ensure that the rights, safety, well‑being and spirit of Indigenous children and families are upheld, honoured, and protected. We strive to eliminate oppression, discrimination, and marginalization within our community. We acknowledge and honour the inherent wisdom, capacity, and resourcefulness of our community in designing programs and services to care for our own children and families. Accordingly, we are dedicated to planning, developing, and implementing creative and innovative Indigenous programs and services in collaboration with members of our community and other agencies.

Position: Administrative Assistant

Status: Permanent Full-Time

Hours of Work: 8:30 am to 4:30 pm Monday to Friday

Location: Any of our 3 offices: 745 Clark Drive, 3284 East Broadway, 2020 Yukon Street

Classification: Grid 09, Delegated Program

Salary: $1,923.81 – $2,167.41 bi‑weekly

• Join an Agency that strives to provide services to strengthen Indigenous families culturally and spiritually!
• Receive a competitive salary of $50,190.86 to $56,546.21 per year PLUS a comprehensive benefits package!
• Take on a challenging role that provides membership in the Public Service Pension Plan!

Job Summary

This Float Administrative Assistant position is a permanent full‑time position guaranteed 35 hours per week and will primarily be assigned to our Guardianship and Resources programs but can also be assigned to work at any of our office locations, including Child Safety, Infrastructure, and Family Preservation, on short assignment (1 to 5 days) or long‑term assignments (2 weeks to 3 months) based on the operational needs of our programs.

Assignment of work will be done through Human Resources in collaboration with Program Managers. Once assigned, the role will report to the Program’s Office Manager providing a variety of confidential and professional administrative support services for the program, team, and staff. This position will assist with maintaining client files, preparing documentation, correspondence, reports and other information as required utilizing various computer applications and providing switchboard duties as needed. Some other administrative duties include ordering/requesting applicable forms, booklets, or program supplies, completing large volume mail outs using mail merge and completing computer entry to the client case management system. These functions and all other duties will be performed in a courteous, professional manner and require working collaboratively in a team environment. Successful candidates will be task orientated and willing to demonstrate effective teamwork, initiative, organization, and interpersonal skills. This role is a frontline position where you will be the first contact with our clients, partner agencies/organizations and other professional colleagues.

The successful candidate will need to be able to work at 745 Clark Drive, 3284 East Broadway, and 2020 Yukon Street.

A complete position profile will be provided to candidates at the time of interview.

Key Competencies

• Relational Engagement
• Leadership
• Collaborative Planning and Decision Making
• Emotional Competency
• Resilience
• Cultural, Spiritual Expression

QUALIFICATIONS

Education, Training And Experience

• a certificate or diploma in an administrative program; and
• 2‑5 years experience working in an office setting.
• an equivalent combination of education and experience may be considered.
• knowledge of various filling systems and maintenance.
• knowledge of office practices and procedures.
• ability to prioritize and handle multiple competing priorities
• Criminal record check for working with vulnerable children or adults

Job Skills And Abilities

• proven work experience in administration or a similar role in a fast‑paced and stressful work environment.
• proficiency in using Windows‑based computer applications including MS Office (Teams, Outlook, Excel, Word, and PowerPoint) and other standard computer applications.
• an ability to quickly learn new computer applications and programs.
• ability to type 50 wpm keyboarding is required.
• knowledge of and ability to maintain filing systems.
• ability to work effectively and cooperatively with team members, other VACFSS colleagues, and personnel of other agencies in the community.
• ability to work with clients in a respectful and culturally sensitive manner.
• ability to engage with emotionally heightened clients or clients facing stressful situations.
• well‑developed interpersonal skills.
• good written and verbal communication skills.

Note

• This position requires Union membership.
• Applications will be accepted from applicants of all genders.
• Preference may be given to qualified Indigenous candidates as per Section 41 of the Human Rights Code.
• Remote work is unavailable.

BENEFITS

• extended health and dental
• group life and AD&D
• employee and family assistance program
• 100% employer‑paid premiums
• 3 weeks of vacation
• public service pension plan
• access to VACFSS’ staff cultural clinical counsellor
• access to Indigenous cultural teachings as coordinated by the Agency
• eligible for the VACFSS flex program

Applications will be accepted from candidates with the above qualifications or from candidates that have delegated experience with MCFD or a Delegated Aboriginal Agency. An eligibility list may be created. Preference may be given to Indigenous candidates as per Section 41 of the Human Rights Code. We thank all candidates for their interest; however, only those shortlisted will be contacted.

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