Team Assistant

Tobermory; Merritt; On-site; CAD 55,000 - 62,000; Full time

Job summary

BC Public Service in Merritt, BC is seeking a Team Assistant who will support administrative tasks across multiple ministries. The role emphasizes filing, transcription, and coordinating services for children in care.

The successful candidate will handle documents, communications, and scheduling while ensuring compliance with policy and privacy standards. Full-time, regular employment with salary listed in the posting.

Qualifications

• Grade 12 or equivalent required.
• 1+ year experience in administrative support within an office environment preferred.
• Valid driver's license with no restrictions.

Responsibilities

• Arrange supervised access for children in care by coordinating with service agencies.
• Photograph clients for ID and records as directed by staff.
• Coordinate with care givers and schedule meetings involving the child.
• Transcribe and proofread documents from audio or handwritten sources.
• Process and manage various court documents and related records.

Skills

Admin support

Record keeping

Data entry

MS Office

Education

Grade 12

Office Administration Diploma

Tools

Microsoft Office

Job description

BC Public Service situated in Merritt, BC V1K 1B8 CA is currently looking for applications for the role of Team Assistant who is a self-motivated individual with excellent interpersonal skills. The selected candidate must start work promptly. The available position is for a regular or full time job.

Employer Name: BC Public Service
Position: Team Assistant
Salary: $54,684.22 – $61,647.97 annually
Employment type: Regular, Full-time
Location: Merritt, BC V1K 1B8 CA (Primary)

• The candidate will be responsible for arranging supervised access for children in care by contacting the agency that provides the service and scheduling the visit supervisor.
• The candidate will be responsible for taking photographs for record purposes as directed by professional staff, such as I.D. photos of clients to be attached to their files.
• The candidate will be responsible for working with other ministries and agencies as required to initiate services and resolve problems.
• The candidate must search for relevant materials, including policies and procedures for a change of name for a child, RCMP numbers for victim assistance claims, policy and procedure documents, and library research.
• The candidate will respond to case-specific telephone calls when the case professional staff is out of the office.
• The candidate will be responsible for providing families with general information about procedures governed by various legislation and related ministry policy.
• The candidate will be responsible for coordinating activities with care givers and arranging meeting appointments involving the care giver and child.
• The candidate must respond to client calls at the direction of professional staff, including routine requests from a care giver.
• The candidate must receive anxious clients and respond to non-mandated calls as required, including sitting with them for support while they await commencement of a meeting and responding to routine requests from a care giver.
• The candidate must take inventory of the child’s possessions and provide or obtain non-clinical information.
• The candidate must review incoming and outgoing correspondence as required and screen it for further action.
• The candidate must provide input on clients and report interactions with Children In Care, clients, or care givers.
• The candidate must complete and compile court documents at the direction of professional staff or independently for their approval and signature.
• The candidate must serve routine court documents at the direction of professional staff by handing them to the appropriate person on premises.
• The candidate must explain the court process to children, youth, and families.
• The candidate must assist with Public Trustee requirements.
• The candidate must process a variety of documents and/or contracts, including purchase documents, taxi orders, applications for medical coverage for child services files, and updated medical forms.
• The candidate will be required to ensure that referral documentation has been completed, printed, and passed to the appropriate resource while retaining a file copy when a child/youth comes into care or changes resources.
• The candidate must search the management information system for the client’s previous/current ministry involvement and update the electronic database.
• The candidate will be responsible for verifying the identification of individuals for the release of imprest cheques, bus passes, tickets, and purchase authorizations, printing and recording imprest cheques, ensuring the appropriate signature, voiding items when necessary, monitoring distribution, and advising the worker when items are not picked up.
• The candidate must transcribe material from Dictaphone recordings, handwritten or edited copy, and keyboarded material to produce a variety of documents, proof-read documents, and correct errors, including correspondence, minutes, forms, reports, court documents, statistical tables, chronological records, spreadsheets, and presentations.
• The candidate must notify or alert appropriate staff of emergency situations.
• The candidate must carry out records management duties, including making, filing, and retrieving files and preparing files for offsite storage.
• The candidate must receive checks and track basic financial transactions, including contracts, invoices, budget spreadsheets, and personnel documents.
• The candidate must assist with the training of administrative staff.
• The candidate must provide general administrative and clerical support to the office as required.

Job Requirements

• The candidate must have Grade 12 graduation or an equivalent qualification.
• The candidate must have one (1) or more years of recent experience, within the last 3 years, in an administrative support role in an office environment.
• The candidate must have and maintain a valid Class 5 BC Driver’s License with no restriction or an equivalent license from another Canadian Province.
• Preference will be given to candidates with one (1) or more years of recent employment experience, within the last 3 years, processing financial documents, such as checking invoices for accuracy, completing routine payment documents, and liaising with others to resolve payment issues/problems/concerns.
• Preference will be given to candidates with one (1) or more years of recent employment experience, within the last 3 years, accurately transcribing, word processing, and formatting official documents.
• Preference will be given to candidates with one (1) or more years of recent employment experience, within the last 3 years, providing reception services in a social services setting.
• Preference will be given to candidates with one (1) or more years of recent employment experience, within the last 3 years, using Microsoft Office software, including Word, Outlook, Excel, Teams, and PowerPoint.
• Preference will be given to candidates with three (3) or more months of experience in an administrative support role in an office environment within the last six (6) months.
• Preference will be given to candidates with a certificate or diploma in a relevant discipline, such as office or business administration or social services.
• The candidate will be preferred if they can maintain a minimum keyboarding speed of 40 words per minute with accuracy.
• Preference will be given to applicants who self-identify as Indigenous (First Nations, Métis or Inuit) and have the required combination of education and experience.
• The candidate must be located in British Columbia at the time of employment.

Security and safety

• The candidate will be required to obtain a Criminal Record Check (CRC) and Criminal Record Review Act Check (CRRA).
• The candidate will have the opportunity to join a team that offers an innovative, inclusive, and rewarding workplace.
• The employer will provide reasonable accommodations across all stages of the hiring process, including during assessment and selection.