Office Administrator

BC Family Maintenance Agency (BCFMA); Victoria; On-site; CAD 45,000 - 72,000; Full time

Job summary

A Crown Agency in British Columbia is seeking an Office Administrator to support management and maintain HR processes in a client-centric role. The position emphasizes reconciliation with Indigenous Peoples and community safety. Candidates should possess a high school diploma supplemented by office administration training and have a minimum of three years of relevant experience with advanced Microsoft Office skills. A competitive salary between $45,740 to $71,469 is offered for this full-time opportunity.

Benefits

Defined Benefit Public Service Pension Plan

Competitive benefits package

Work-life balance

Qualifications

• Minimum of three years related administrative/coordinator experience.
• Experience handling confidential and sensitive information.

Responsibilities

• Supports management with troubleshooting HRIS.
• Maintains employee profiles in HRIS UKG WFM.
• Coordinates onboarding and offboarding processes.

Skills

Strong organizational and prioritization skills

Advanced knowledge of Microsoft Office Suite

Ability to apply critical thinking

Education

High school diploma with a certificate in office administration

Tools

Microsoft Office Suite

Job description

Overview

Have you ever considered a career with a Crown Agency where you can draw on your administrative talents and feel good about the work you do?

The BC Family Maintenance Agency (BCFMA) is responsible for the client-centric administration of child and spousal maintenance services for British Columbians, offering supports that strengthen 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 multi-culturalism, 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 government’s priorities.

The BCFMA is actively seeking an innovative, proactive and solution oriented Office Administrator to join our team in our Victoria office.

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, including profile updates, timekeeping, managing schedules and creating/updating shift patterns. Coordinates onboarding and offboarding processes for employees, including processing necessary documents and providing 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 WorkSafe BC guidelines and applicable legislation.
• Provides administrative support for the Agency in a provincial model.
• Maintains day-to-day operational tasks, purchase approval processes 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 and repairs as required.
• Maintains effective working relationships with internal and external stakeholders.
• Maintains the Office Administrator Guidelines, Policies, and Standard Operating Procedures to ensure efficient business practices and timely responses to changing priorities.
• General knowledge of Collective Agreements, BCFMA policies, procedures, and databases.
• Maintains a current list of user IDs for 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.

Job Requirements

• Education
• High school diploma supplemented by 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.

• Experience
• Advanced experience (minimum 3 years) using Microsoft Office Suite.
• Experience with highly confidential and sensitive information.

• Knowledge, Skills and Abilities
• 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.

• Additional Information
• A Criminal Record Check is required.

Why work at BCFMA

• An inclusive and diverse culture where you can make a difference and team members are appreciated and valued.
• 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.

You say you want a job where you can make a difference - don’t delay and apply today!

The salary for this position is $45,740 to $71,469 per year. The starting salary for candidates who meet the base qualifications can be expected to start up to the 25th percentile. Please note this position is excluded from Union membership. 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.

We are committed to promoting equity, anti-racism and multi-culturalism, 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.

To apply for this position or view our other career opportunities, please visit our career portal at https://bcfma.startdate.ca. We would like to thank all candidates for their interest, however only those being considered for this role will be contacted.