Operations Support Worker

Bc-Family-Maintenance-Agency; Kamloops; On-site; CAD 43,000 - 45,000; Full time

Job summary

BC Family Maintenance Agency (BCFMA) in Kamloops is hiring a full-time Operations Support Worker to back the Client and Case Management Team. The OSW handles administrative duties, maintains the program database, and ensures accurate records and timely processing of case management packages.

The role requires a high school diploma with a preference for an office administration certificate and at least two years of related administrative experience, plus proficiency in Microsoft Office and strong

Qualifications

• High school diploma plus office administration certificate preferred.
• At least two years of related admin experience; equivalent combination considered.

Responsibilities

• Support the Case Management Team with administrative tasks.
• Update and maintain the computerized database; prepare and process documents.
• Maintain accurate records and track case management packages.
• Coordinate mail processes; file and archive documents; assist with scanning.

Skills

Microsoft Office

Communication

Research

Discretion

Teamwork

Education

High school diploma / Office administration certificate

Job description

Do you take pride in helping others and providing excellent client service? Does problem solving excite you?

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 strengths 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.

The BCFMA is currently looking to recruit a full-time, permanent Operations Support Worker in an administrative role for our Kamloops office.

The Operations Support Worker (OSW) supports the Client and Case Management Team. OSWs are essential members of the interdisciplinary Case Management Team. This position communicates effectively with stakeholders, supporting the BCFMA's client-centric focus. This position supports administrative tasks in accordance with legislation, policy, and procedures. This position updates and maintains the computerized database, prepares and processes documents, maintains accurate records, and tracks all case management packages.

ACCOUNTABILITIES

• Supports various administrative tasks, investigates and researches case information to support the Case Management Team.
• Works constructively with the Case Management Team and colleagues to maximize efficiency and effectiveness, keeping the supervisor well-informed of issues.
• Models a client-centric approach when interacting with internal stakeholders and readily adapts to workplace change.
• Prioritizes daily workload, processes incoming mail and faxes for the team and prepares client case management packages and other documents.
• Follows up on scheduled (action list) and unscheduled case activity for the team.
• Supports the team in performing in-house tracing functions.
• Provides case information to clients and stakeholders, keeping within guidelines for confidentiality.
• Effectively responds to routine verbal and written inquiries from the public, government staff and other stakeholders.
• Supports all accountabilities for Office Assistant:
  • Maintains knowledge of documentation categories required for BCFMA recovery processes, including data storage (archiving) and distribution.
  • Processes faxes, Titan File and other electronic transmissions.
  • Receives and processes new filing kits sent through mail or Web Enrolment.
  • Coordinates mail processes. Queries, tracks, logs, and prioritizes all incoming and "Return to Sender" mail.
  • Assists with scanning of mail and other documents.
  • Supports program administrative requirements and security procedures.
  • Supports and participates in various meetings and in-service training.
  • Maintains up-to-date knowledge of the program database; screens, fields, codes and processes as required to enter, retrieve and interpret data accurately and efficiently.
  • Recommends Operations improvements.
  • Maintains effective working relationships with staff, contractors, and external stakeholders.
  • Complies with confidentiality and conflict of interest guidelines.
  • Maintains a clean, organized and orderly mailroom.
• Other duties as assigned.

JOB REQUIREMENTS

Education

• High school diploma supplemented by completing a certificate in office administration or equivalent is preferred.
• A minimum of two years related administrative experience; an equivalent combination of education, experience, and/or training will be considered.

Experience

• Two years of recent (within 5 years) experience in an administrative/clerical role.

KNOWLEDGE, SKILLS AND ABILITIES

• Intermediate knowledge of Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to promote a positive culture and build strong relationships.
• Communicates respectfully with compassion, tact and diplomacy.
• Research and enquiry skills, including identifying ramifications of options and responses.
• Demonstrated ability to use judgment and discretion.

ADDITIONAL INFORMATION

• A Criminal Record Check is required.

Why work at BCFMA

• An opportunity to be part of 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.

The starting salary for this position is $43,781 per year. Candidates must be a Canadian citizen or permanent resident to apply for this full-time opportunity. This is a unionized position and is covered by the BCGEU/BCFMA collective agreement.

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.

INDIGENOUS RELATIONS BEHAVIORAL COMPETENCIES

Building a Trust-Based Relationship requires a fundamental understanding that "relationship" is the foundation from which all activities happen and that building a good relationship takes time and commitment. It is a willingness to build a personal relationship in addition to a professional one, participating in open exchanges of experiences and culture. It requires a genuine, non-controlling approach and relies upon demonstrated integrity and transparency. Building a trust-based relationship requires a high level of consciousness of the experience of Indigenous people with Crown relations. It assumes that strengths abound in Indigenous people, cultures and communities.

Cultural Agility is the ability to work respectfully, knowledgeably and effectively with Indigenous people. It is noticing and readily adapting to cultural uniqueness in order to create a sense of safety for all. It is openness to unfamiliar experiences, transforming feelings of nervousness or anxiety into curiosity and appreciation. It examines one’s own culture and worldview and the culture of BCFMA and notices their commonalities and distinctions with Indigenous cultures and worldviews. It is recognition of the ways that personal and professional values may conflict or align with those of Indigenous people. It is the capacity to relate to or allow for differing cultural perspectives and being willing to experience a personal shift in perspective.

BEHAVIORAL COMPETENCIES

Analytical Thinking is the ability to comprehend a situation by breaking it down into its components and identifying key or underlying complex issues. It implies the ability to systematically organize and compare the various aspects of a problem or situation and determine cause-and-effect relationships ("if...then…") to resolve problems in a sound, decisive manner. Checks to ensure the validity or accuracy of all information.

Concern for Order reflects an underlying drive to reduce uncertainty in the surrounding environment. It is expressed as monitoring and checking work or information, insisting on clarity of roles and functions, etc.

Flexibility is the ability and willingness to adapt to and work effectively within a variety of diverse situations, and with diverse individuals or groups. Flexibility entails understanding and appreciating different and opposing perspectives on an issue, adapting one’s approach as situations change and accepting changes within one’s own job or organization.

Results Orientation is a concern for surpassing a standard of excellence. The standard may be one’s own past performance (striving for improvement); an objective measure (achievement orientation); challenging goals that one has set; or even improving or surpassing what has already been done (continuous improvement). Thus, a unique accomplishment also indicates a Results Orientation.

Service Orientation implies a desire to identify and serve customers/clients, who may include the public, colleagues, partners (e.g. educational institutes, non-government organizations, etc.), co-workers, peers, branches, ministries/agencies and other government organizations. It means focusing one's efforts on discovering and meeting the needs of the customer/client.

Teamwork and Co-operation is the ability to work co-operatively within diverse teams, work groups and across the organization to achieve group and organizational goals. It includes the desire and ability to understand and respond effectively to other people from diverse backgrounds with diverse views.

We would like to thank all candidates for their interest, however only those being considered for this role will be contacted.

Qualifications

Skills

Required

Problem Solving

Some Knowledge

Organizational Skills

Some Knowledge

Microsoft Office

Intermediate

Flexible

Intermediate

Some Knowledge

Diversity Equity Inclusion

Some Knowledge

Customer Service

Intermediate

Communication Skills

Intermediate

Business Writing

Intermediate

Attention to Detail

Intermediate

Education

Required

High School Diploma or better.

Preferred

Some college or better.

Technical/other training or better.

Experience

Required

2 years:

Two years of recent (within 5 years) experience in an administrative/clerical role.