Shelters Administrative Assistant

The Shelters Administrative Assistant position efficient, accurate, confidential administrative support to the Shelters management team, particularly with payroll, scheduling, documentation, and supply ordering.

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 reports for BC Housing and/or other funding agencies
• In conjunction with Shelters Operations and Programs Managers ensures timely reporting 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 reports 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, acknowledgements); checks typing for accuracy, sorts and prioritizes typing assignments within general guidelines; researches and responds to difficult enquiries 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 reports, 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.

HOURS: This position provides temporary backfill for the Shelter team, as needed. When scheduled, the Shelter Admin Assistant works Monday to Friday, 8:00am to 4:00pm. The hours of work will total 37.5 per week. This includes 7.5 paid hours and .5 hours unpaid meal break each day.

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.

• 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.