Administrative Assistant - Jobs in Penticton, BC

Job Description

Company Profile:MAXIMUS Canada Employment Services Inc. (MCESI) proudly focuses on innovative solutions to help people find jobs. MCES operates five catchments of WorkBC. This is a Provincial government program that provides services to support members of the public in finding a job and keeping it. We provide access to job search resources, employment planning, skills assessment, training, work experience placement and more. For more information about WorkBC, please visit https://www.workbc.ca/.This is a wonderful team-based working environment, and an opportunity to work with a great team of people who are dedicated to helping and making a difference in peoples lives.**Travel within the South Okanagan will be requiredRole SummaryAs the first point of contact for WorkBC Employment Services, the Employment Services Administrator is responsible for a comprehensive variety of administrative, financial support and reception tasks within the WorkBC Centre; ensuring the effective daily front-end operations of the office. Consistently and proactively demonstrating a team approach to service delivery, this role is key to the positive and ongoing engagement of Clients ‘from the start’ of their experience in the WorkBC Centre; constantly presenting a positive, responsive and informed attitude and service delivery that supports the collective WorkBC Centre team.Key ResponsibilitiesReception

• Greeting clients and other visitors to the WorkBC Centre in an informed and courteous manner, outlining services as appropriately required based on Client need and/or eligibility.
• Efficiently managing the multi-line phone system and answering all inquiries, whether in-person, over the telephone and/or by email, in a prompt, helpful and informed manner as per WorkBC/MCES service standard expectations.
• Regularly updating internal phone, extension, and email contact list for the centre.
• Assisting with and monitoring, as required, in-person Client registrations (i.e., a client obtaining BCeID, and/or access to the Client Portal).
• Further and appropriately screening clients to determine eligibility with regard to service and program criteria, making referrals as required depending on eligibility and/or Client needs.
• Vetting applications from the Ministry Online Employment Services Portal and other Ministry initiatives such as TRF.
• Based on eligibility, scheduling in-person appointments and workshops for clients as and when required; and supporting active participation therein.
• Answering inquiries and sharing knowledge and information relating to local community services and facilities access as appropriate.
• Issuing Access Cards and assisting clients with initial activation and ongoing use of Access Card computer.
• Effective and appropriate crisis management, including required reporting.
• Consistently monitoring the security of the WorkBC Centre, including identified opening and end of day lock up procedures; ensuring appropriate safety/security procedures are always followed.

Administration

• Responsible for providing comprehensive and consistent administrative support to all WorkBC Employment Services team members (including MCES and Approved Sub-Contractors) to ensure optimum levels of Client services are maintained, through:
• Facility management that includes, but is not necessarily limited to: the oversight of keys and security passwords for facilities and the file room; ensuring all business equipment is in working order and operational, arranging servicing including carpet cleaning and janitorial services, ordering monthly inventory, and the management of WorkBC Centre supplies.
• Managing the receipt and distribution of all incoming and outgoing correspondence and deliveries including faxes, mail, vendor invoices, and courier.
• Consistent maintenance of mass communications, via appropriate methods to clients or community organizations for workshops or events (i.e., forums or hiring fairs).
• Maintaining the organization of administration files, templates etc. on TeamConnect™ and SharePoint.
• Consistently following-up on established Ministry policies to track employment obligated clients.
• Consistent and timely maintenance of general office supply inventories including an adequate supply of forms and other required documents.
• Efficient ICM and ClientConnect™ data entry and hard copy file management, including the accurate and timely entering of case notes in ICM relating to interaction with clients, Terms of Service, and scanning and uploading various documents.
• Completion of ICM unassigned service requests, including managing the referral process.
• May be required to monitor and enter Client employment outcomes according to established schedules.
• Creating or sending incoming/outgoing case transfer requests in ICM to other Service Providers and providing appropriately and timely follow-up as required.
• Completion of the yearly government file return in a timely and accurate manner.
• Providing basic support for the following software programs: Microsoft Office, specifically Excel, Word, Outlook; Team Connect™, ClientConnect™; ICM (Seibel); internet search engines including, Firefox, Internet Explorer, Chrome.

Financial Supports

• Generally responsible for the accurate and timely entry of data into ClientConnect™ and ICM to ensure financial reconciliation is achieved, by:
• Supporting the case management function, by completing appropriate financial supports (including ordering, maintaining, processing and reconciling) to clients as per instructions in ICM and identified WorkBC/MCES policy and procedures.
• Administration of daily, weekly and monthly inventory supports and applicable accurate financial support data entry and reconciliation.
• Tracking and accurately balancing petty cash.
• Processing FSPS invoices (STOC, job start) in a timely and accurate manner.
• Reconciling and closing files in an accurate and timely manner.

Education and Experience

• Post-secondary diploma or certificate; with a focus on administration or an equivalent preferred.
• A minimum of 3 years administration experience preferably in the field of employment, counselling or other support services industry with high client activity.
• Multilingual (English plus French or another language) with the ability to communicate effectively both verbally and in writing is preferred.

Knowledge, Skills and Abilities

• Excellent oral and written communication skills
• Demonstrated experience providing services and support to individuals with complex barriers.
• Proven ability to successfully work with and support individuals from a broad range of cultural backgrounds based on a sensitivity to, and understanding of, the unique challenges they may face.
• Proven experience in a busy customer-service focused role with the ability to effectively problem-solve and resolve conflicts both in-person and in a virtual service delivery environment.
• Strong administrative skills and computer proficiency with specific emphasis on MS Office (Word, Excel, Outlook), and customized databases.
• Bookkeeping or basic accounting experience desired; including the proven ability to accurately balance petty cash and maintain inventories.
• Proven ability to consistently develop rapport and collaborative working relationships with diverse clients, team members, Contractors, and the general public.

Additional Information:What we offer:

• Competitive Salary
• Comprehensive Benefits Package, including RRSP match, extended health, prescription drug coverage, dental, paramedical, generous vision care, and more!
• 3 weeks’ vacation to start
• 6 Personal days in addition to 6 Sick per year

• Volunteer days
• Just Because days
• Ability to make a difference and lasting impact

Salary: $44,688We respectfully acknowledge the Coast Salish, Lək̓ʷəŋən, W̱SÁNEĆ, Stó:lō, and Syilx peoples on whose unceded lands we are grateful to live, work and play.Quick Apply

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