Administrative Assistant, Full-time - Surrey, Canada - WJS Canada
Description
The Program
WJS Canada delivers direct services to children and youth with complex needs, experiencing mental illness, substance related concerns, psychological trauma and diverse abilities, within a trauma-informed care framework.
Its 600+ dedicated staff, serve approximately 1,300 persons across Canada every day, offering individualized programs through a balance of education, training, life skills and culturally appropriate recreation and leisure activities with structured cognitive-behavioural interventions and a high degree of family and community involvement.
In Your Role You Will
- Adheres to the standards as guided by WJS general, personnel and program policies, as well as provincial regulations and demonstrates an understanding of WJS values, policies, and procedures.
- Completes month end duties, including invoices, staff summaries and month end reports.
- Ensures all invoices, bills, expenses claims, etc., are submitted to the financial coordinator promptly.
- Deals with clients and their families in a professional manner as well as greets and interrelates with service representatives, clients, general public, related agency staff and other community services.
- Coordinates and performs a range of staff and/or operational support activities for the region/program group; serves as a liaison with other parts of the organization in the resolution of daytoday administrative and operational problems.
- Operates personal computer to compose and edit documents, reports, and other materials from notes or verbal direction or from knowledge of established policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
- Schedules and coordinates meetings, events, interviews, appointments and/or other similar activities for senior management which may include coordinating travel and lodging arrangements.
- Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, as specifically directed.
- Assists management and staff in problems solving, project planning, and development and execution of stated goals and objectives.
- Establishes, maintains, and updates files, databases, records and/or other documents; develops and maintains data and performs routine analysis and calculations in the processing of data for recurring internal reports.
- Requisitions supplies, printing, maintenance, and other services, as required.
- Leads and trains lower graded staff and/or student practicums, as required.
- Performs miscellaneous jobrelated duties as assigned (such as drive coordination).
The Position
Under general supervision, performs a variety of administrative and staff support duties for a region or group of programs in this CARF/CET accredited agency, which require a range of skills and a knowledge of organizational policies and procedures.
Assists and directs visitors and resolves administrative problems and inquiries; composes, edits, and proofreads reports and proposals and prepares a range of administrative documents.
They have the responsibility of helping set a friendly and courteous atmosphere.
This position in NOT a work from home (WFH) position; this full-time position is based out of the WJS Canada Child and Youth Services Administration office in Surrey BC.
One (1) permanent, full-time position with a schedule of 40 hours per week:
- Monday through Friday,
- Minimal travel required.
- Generous benefit packages (after 3months employment)
Criminal Record Check/Ministry Check Statement
Prior to confirmation of employment all applicants must provide a current (dated within 6 months of hiring date) Criminal Record Check and Ministry Check. These checks can take up to 6 weeks to obtain, please ensure you prepare accordingly.
- Minimum high school diploma or general equivalency diploma (GED) with a specialized admin support program.
- Minimum of 3 years of experience directly related to the specified duties and responsibilities.
Other Requirements / Competencies:
- Familiar with computerbased group conference processes (ie. Zoom, Teams)
- Ability to reprioritize and adjust to interruptions and changing requirements.
- Ability to comprehend information and communication effectively both orally and in writing, including business communications.
- Ability to understand and follow specific instructions and procedures and use a problemsolving approach.
- Knowledge of supplies, equipment, and/or services ordering and inventory control.
- Ability to gather data, compile information, and prepare reports.
- Ability to gather and analyze statistical data and generate reports.
- Records maintenance and d
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