Administrative Assistant- F/T (Mission)-1917

“What we do together…our H.E.A.R.T is our difference.”

Do you have a genuine passion in promoting the values of Indigenous culture working with and for Indigenous children, youth, and families (First Nations, Métis, and Inuit) while respecting their cultural diversity?

If so, consider joining our Xyólheméylh work family. We are a fully delegated Indigenous Child & Service Agency providing programs and services to Indigenous children, youth, and families on and off reserve within Stó:lō Territory in the Fraser Valley between Yale First Nation and Surrey BC.

Our programs and services are created and delivered with the support of our Elders Advisory Council with special attention on strengthening culture and identity, while honoring the strength of families.

• We strive to work in a holistic way to keep families together and reintegrate children back with their families and extended families.
• Our service delivery is done with an open heart and an open mind focusing on the best interest of the family while keeping children at the center.
• We work to ensure children are connected to their family, and community while striving to ensure their inherent rights to heritage and identity are upheld in all we do.

Administrative Assistant -

Full-Time Position - Mission

Administration Team

Salary- $50,.72 to $56,.73 per annum (35 hrs per week)
EDO (Earned Day Off) Available – Wednesday, Week 2

POSITION SUMMARY:

The Administrative Assistant will provide support to professional staff in the assigned team serving children and families. Key responsibilities include assisting professional staff, maintaining reports, records, documentation needs for cases, financial records, and files. The Administrative Assistant is required to have a good understanding of the professional staff’s requirements, court processes and case management techniques and have a good understanding of programs and community resources.

Xyólheméylh is proud to have an Elders Advisory Council to ensure that culture is embedded throughout the agency ensuring the goals, missions and values are upheld in a good way. Lets'emót – to be of one heart and one mind.

EDUCATION, EXPERIENCE & KNOWLEDGE REQUIRED:

• Grade 12 graduation; completion of office administration courses an asset.
• Minimum three years progressively responsible administrative and/or clerical experience. Work experience credit may be given for completion of office administration courses.
• Proficiency with Word, Excel, and Outlook.
• Sound organizational and analytical skills, attention to detail, accuracy, and flexibility.
• Ability to work under pressure, communicate effectively orally and in writing, set priorities and manage workload with minimal supervision, develop and maintain effective working relationships with a diverse group of individuals, and maintain strict confidentiality.
• Obtaining the appropriate level of First Aid Certification for your base office would be an asset.
• Valid BC driver’s license required – no restrictions.
• Reliable transportation
• Criminal records check required.

KEY DUTIES AND RESPONSIBILITIES:

Provides financial and administrative support to the professional staff and Team Leader;

• Payment Request (PRQ) in ICM for financial support payments when approved
• Child in Care (CIC) payment requests, maintaining reports, records, documentation needs for cases, monitoring agreements with financial supports, and financial records
• Managing, coding, preparing, arranging logistics and monitoring status of support payments including One-Time Only (OTO) in multiple systems
• Prepare all Out of Care (OOC) invoices in a timely manner (done manually) and deliver to the finance department for proper tracking and payment
• Monitor and report status of payments to Social Workers, Team Leaders, and clients
• Maintain spreadsheet of child service files from ICM for monthly reports to finance
• Resolving payment problems and advise professional staff of pending financial issues in a timely manner
• Preparing required information to initiate contracts
• Liaising with other ministries and agencies as required for Consolidated Physical File (CPF) management problems, coordinating support payments during transfers
• Ensure timely payments to Foster Parents using the RAP/ICM system and maintain a system of financial management and control
• Prepare various reports
• Process a variety of documents; gift card and gas card requests, submitting CF subsidy applications for Child in Care (CIC) in resource homes at the request of the Social Worker

Maintains accurate, up-to-date documentation

• Researching material – i.e., policy and procedures for a change of name for a child, policy and procedure for First Nations Status registration, interprovincial I.D. application, First Nations Health Authority (FNHA) resources, RCMP numbers for victim assistance claims, policy and procedure
• Ensuring computer information systems (ICM) are updated
• Applying for medical and/or Pacific Blue Cross coverage for children in care and as requested by professional staff for other legal
• Ensuring Referral Documentation has been completed, printed, and passed to the appropriate resource retaining file copy when a child/youth comes into care or changes resources
• Monitor After Hours memos and alerts in ICM, communicating with the screening team, looking up key player in system to determine Social Worker, updating the screening log spreadsheet
• Email current Duty Worker list to Reception in the morning daily
• Sharing in the maintenance of the office filing system, ensuring filing is complete and within the Ministry standards

Provides administrative support to the Team Supervisor and professional staff

Interacts with Children in Care (CIC), caregivers and/or families

Manage Invoicing for shared resources (resources shared with Ministry of Child and Family Development, MCFD)

Assists Professional Staff with court processes

CONFIDENTIALITY:

FVACFSS employees are expected to be familiar with and must comply with the expectations of confidentiality as outlined in the Agency’s Human Resources Policy Manual and other policies and operational manuals, AOPSI and the B.C. Child, Family and Community Services Act.