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.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.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.