Office Administrator/ Bookkeeping - Nanaimo, Canada - VIVRS

VIVRS
VIVRS
Verified Company
Nanaimo, Canada

3 weeks ago

Sophia Lee

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Sophia Lee

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Description

Summary

Role Responsibilities

General Administration & Bookkeeping

  • Championing the agency's HRIS platform (Humi)
  • Staffing; drafting employment letters as directed by VIVRS CEO and ED
  • Wages managing compensation records; communicates milestones and increases in benefits
  • Benefits liaising with benefits provider, adding new employees to the benefit plan and ensuring proper amounts are being deducted through payroll
  • Onboarding gathering and processing pertinent documents and liaise with Prime contractors
  • Offboarding gathering pertinent documents and liaison with Prime contractor requirements; offboarding with other service providers
  • Maintaining Employee files maintaining employee's records including but not limited to employment letters, medical letters, CRC, performance reviews, etc. Proof of qualifications, FOIPPA certifications
  • Sick Time tracking sick time (via Humi) and communicating staff allowances to VIVRS CEO and ED
  • Vehicle insurance records obtaining contracted requirements of insurance proof for employee file
  • Staff & agency events provide organizational support in organizing events
  • Managing staff Vacation Requests reporting requests to VIVRS CEO & ED, and submitting approvals or responses through Humi
  • Updating VIVRS policies and procedures, ensuring compliance with BC Labour Standards and other industry best practices, as directed by VIVRS CEO and ED
  • Bookkeeping
  • Liaising with VIVRS bookkeeper to complete related administrative tasks
  • Using Humi and Dext to communicate payroll details
  • Paying bills, as directed and approved by the CEO and ED
  • Informing the bookkeeper about changes in staffing
  • Ensuring related systems are up to date

Operational Systems Management

  • Setting up new staff with computer/equipment including adding program links
  • Business Cards ordering standardized business cards in compliance with each program's requirements
  • Creating Government Program staff accounts (BCeID)
  • Managing of scheduling system, Active Agenda; add/delete/configure users and liaise with service provider
  • Maintaining computer/equipment inventory; tracking passwords
  • Accounts payable and receivable functions including
  • Paying invoices for VIVRS various service providers
  • Invoicing Prime Contractors and other companies as directed
  • Reimbursing staff for mileage, Criminal Record Checks, professional association fees etc
  • Coding and tracking receipts for program expenditures
  • Liaison with Communications service providers regarding technical issues
  • Managing CrashPlan/Norton info/setups and HRIS (Humi)
  • Managing website
  • Parking managing parking allowances with Prime Contractor
  • Providing admin support as applicable to support VIVRS WorkBC team including performing tasks on Integrated Case Management System
  • Supporting staff with client financial support requests in STE program, including the purchasing of supports and communicating with program vendors regarding issued vouchers and maintaining active vendor accounts

Skills and Qualifications

  • Diploma in Administration or significant combination of related education and experience
  • Superb computer and technicaltroubleshooting skills, must be proficient with MS Office, Excel and Word
  • Experience with HRIS highly desirable
  • Proven ability to build trust, maintain confidentiality and address highly sensitive issues
  • Proven and impeccable communication skills, capable of building trust with staff and executive management team in a professional and effective manner

Other Requirements

  • Criminal Record Check (vulnerable populations)
  • Driver's license and own transportation

Benefits:


  • Dental and vision care
  • Extended health care
  • Life insurance
  • Onsite parking

Pay:
$27.00 an hour


Schedule:
This is a 21 hrs/ week position, 8:30am - 4:00pm; Tues, Thurs, Friday.


Work location:
In-office (# Skinner St. Nanaimo, BC, V9R 5E8).


Start date:
As soon as possible.


Job Type:
Part-time


Salary:
$27.00 per hour
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