The Salvation Army is Looking For at Vancouver, BC Full Time

HOURS:
This position provides temporary backfill for the Shelter team, as needed.

When scheduled, the Shelter Admin Assistant works Monday to Friday, 8:00 am to 4:00 pm.

The hours of work will total 37.5 per week. This includes 7.50 paid hours and 0.5 hours of unpaid meal breaks each day.

KEY RESPONSIBILITIES:
Scheduling and Human Relations

In conjunction with the Shelters Operations Manager, creates Shelter staff schedules, authorizes payroll, authorizes vacations, and tracks attendance and absenteeism.

Schedules training for Shelter staff in conjunction with the Harbour Light Human Relations Advisor

Resolves routine employee inquiries about scheduling, vacation, etc., and escalates to Shelter management or HR Advisor as needed

Collaborates with Harbour Light administrative department to ensure staff records are accurate and up-to-date, such as sick notes, seniority, etc.

May provide support to Shelters management during new hire orientations

Record Keeping

Handles and ensures the protection of extremely confidential and sensitive employee/Officer, client, and/or program files

Under the direction of the Shelters Operations and Programs Managers, compiles monthly occupancy data and prepares monthly s for BC Housing and/or other funding agencies

In conjunction with Shelters Operations and Programs Managers ensures timely ing of statistical information for the SAMIS database

Under the direction of the Shelters Operations and Programs Managers, monitors the maintenance of proper records, elogs and s to ensure the smooth operation of all shelters

Provides additional statistical and evaluative information when required

Administration

Drafts and types correspondence (e.g. letters dealing with administrative issues, dictation, acknowledgments); checks typing for accuracy, sorts and prioritizes typing assignments within general guidelines; researches and responds to difficult inquiries on behalf of the supervisor

Schedules meetings, prepares agenda, and takes minutes; types and circulates minutes

Collect and review client feedback forms for follow up

Under the direction of the Shelters Operations and Programs Managers, monitors the ordering and delivery of shelters inventories and supplies, including maintaining adequate office supplies; may arrange for maintenance of office equipment

Participates in the development and application of policies and procedures.

Drafts and prepares s, presentations, and certificates subject to supervisory approval

Makes decisions on routine and urgent administrative matters in the absence of the supervisor.

This position may perform other duties as assigned.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:
Education/Certifications:
High School completion or high school equivalency – e.g. B.C. Certificate of Graduation (Dogwood) or B.C. Adult Graduation Diploma (Adult Dogwood)

Current certification in First Aid/CPR (or willing to be trained)

Criminal Record Review Program clearance (or ability to obtain clearance)

Experience:
At least one (1) year of administrative experience, preferably in a social service setting

At least one (1) year of administrative experience in a unionized environment would be a considerable asset

Required Skills/Knowledge:
Willingness to adhere to the Mission and Values of The Salvation Army and Vancouver Harbour Light

Intermediate to advanced skills in Microsoft Word, Excel, and Outlook

Strong attention to detail and accuracy with high-volume data entry

Exceptional interpersonal and communication skills

Proven organizational, time management, and prioritization skills

Demonstrate a positive attitude towards people experiencing homelessness and individuals with substance abuse and concurrent problems, including mental health concerns

Demonstrated ability to work independently

Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.

Please note: the Administrative Assistant’s office is located in a building with accessibility limitations. The Administrative Assistant must be able to travel up to two (2) flights of stairs to access all office areas in the facility.

PREFERRED SKILLS/CAPABILITIES:
Experience working with UltiPro or other HRIS is a significant asset

Successful candidates, prior to hiring, may be required to provide:

A valid Class 5 (or higher) BC Driver’s License and a clean driver’s abstract

Criminal Record Review Program clearance

Completion of our online Armatus Abuse Training and required Health and Safety training

The Salvation Army will accommodate candidates as required under applicable human rights legislation. If you require a disability-related accommodation during this process, please inform us of your requirements.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

Internal Applicants, please advise your managing supervisor of your intentions prior to submitting your application.

Published

June 30, 2023

Location

Vancouver, BC

Job Type

Temporary

Competition #

23-054

Ministry Unit/Dept:
Vancouver Harbour Light

Salary Range:
$23.88 per hour

Address:
108 East Hastings Street

Posting Expires:
July 5, 2023

Applications Accepted By:
E-mail: hr@harbourlightbc.com