Title: Office Assistant Classification: Office Assistant 7

JOB PROFILE JOB STORE # 1000

TITLE: OFFICE ASSISTANT CLASSIFICATION: OFFICE ASSISTANT 7

MINISTRY: CHILDREN & FAMILY DEVELOPMENT DIVISION: COAST NORTH SHORE

JOB OVERVIEW To provide general administrative, clerical, and program support to the work unit. ACCOUNTABILITIES  Receives incoming calls, identifies nature of calls, takes messages and directs calls to appropriate staff.  Responds to general enquiries regarding the work unit and provides information such as brochures, packages, forms or applications.  Greets, screens and directs clients to appropriate office and agency for service, establishes and maintains positive client relations under possible adverse or emotional circumstances.  Searches management information system for client’s previous/current ministry involvement and updates electronic data base.  Maintains staff in/out board, books appointments and meeting rooms, monitors appointment list and notifies staff of arrivals.  Advises clients of initial and/or additional information or documentation required.  Verifies identification of individuals for release of imprest cheques, bus passes, tickets, purchase authorizations, prints and records imprest cheques, ensures appropriate signature, and voids if necessary, monitors distribution and advises worker when not picked up.  Arranges for maintenance/repair of photocopier and maintains stock of paper.  Requisitions stationary and office supplies and processes corresponding paperwork.

Career Group: Administrative Services Job Family: Administrative Support Job Stream: Role: Admin/Operational Revised Date: Oct. 5, 2017  Transcribes from Dictaphone, handwritten or edited copy, and keyboards to produce a variety of documents to proof-reads documents and corrects errors (i.e., correspondence, minutes, forms, reports, court documents, statistical tables, chronological records, spreadsheets, and presentations).  Opens, date stamps and distributes incoming mail and prepares outgoing mail.  Updates and /or assembles manuals.  Maintains/controls signout sheets/books and keys for ministry vehicles, tracks mileage for government vehicles and notifies regional fleet coordinator or office manager.  Completes courier slips and arranges for pickup and delivery.  Notifies/alerts appropriate staff of emergency situations.  Carries out records management duties such as making, filing and retrieving files, and preparing for offsite storage.  Receives, checks and tracks basic financial transactions (i.e., Contracts, Invoices, budget spreadsheets, personnel documents).  Liaises with Financial Services Division to resolve foster parent issues/problems/concerns/pay issues.  Secures negotiable/control documents during office hours and returns to safe at end of day.  Receives payments, writes receipts, forwards to Accounts.  Enters data on computer systems.  Processes program related forms.  Photocopies information packages and other documents, and sends and receives facsimiles.

Child and Youth Mental Health

 Determines work methods and procedures in the program area (specific to integrated office).  Reviews incoming referrals and provides contact information to clinical staff.  Schedules client appointments, family therapy sessions/meetings and/or case conferences.

Career Group: Administrative Services Job Family: Administrative Support Job Stream: Role: Admin/Operational Revised Date: Oct. 5, 2017  Accesses and operates Community and Residential Information System (CARIS) System to generate reports. JOB REQUIREMENTS

EDUCATION AND EXPERIENCE  Secondary school graduation or equivalent (GED).  One (1) year recent clerical or secretarial office experience. Preference may be given to applicants with three (3) years or more recent clerical/secretarial office experience.  Experience/training in keyboarding, and word processing, spreadsheet and other standard computer applications. (i.e. MS Office – Outlook, Word and Excel).  40 wpm typing speed.  Willing and able to lift and carry boxes/mailbags weighing up to 20 pounds.

 Preference may be given to applicants with the following experience: o Working in a human/social services setting. o Working in a switchboard/reception operation. o With a Management Information System (MIS) and/or Integrated Case Management system (ICM). o With a records management systems (i.e. CRMS – Corporate Records Management System).

KNOWLEDGE, SKILLS, ABILITIES  Excellent communication and interpersonal skills.  Ability to deal with co-workers in a pleasant, helpful and courteous manner at all times.  Ability to use Microsoft Office (Outlook, Word and Excel).  Ability to demonstrate good judgment and a high degree of confidentiality.  Ability to deal courteously and tactfully with the public.  Ability to organize and prioritize assignments to meet deadlines.  Ability to work under pressure.  Ability to work independently.

Career Group: Administrative Services Job Family: Administrative Support Job Stream: Role: Admin/Operational Revised Date: Oct. 5, 2017 PROVISO  Successful completion of security screening requirements of the BC Public Service, which may include a criminal records check, and/or Criminal Records Review Act (CRRA) check, and/or enhanced security screening checks as required by the ministry (Note: It is important that you read the job posting carefully to understand the specific security screening requirements pertaining to the position).

BEHAVIOURAL COMPETENCIES  Service Orientation implies a desire to identify and serve customers/clients, who may include the public, co-workers, other branches/divisions, other ministries/agencies, other government organizations, and non-government organizations. It means focusing one's efforts on discovering and meeting the needs of the customer/client.  Planning, Organizing and Coordinating involves proactively planning, establishing priorities and allocating resources. It is expressed by developing and implementing increasingly complex plans. It also involves monitoring and adjusting work to accomplish goals and deliver to the organization's mandate.  Teamwork and Co-operation is the ability to work co-operatively within diverse teams, work groups and across the organization to achieve group and organizational goals. It includes the desire and ability to understand and respond effectively to other people from diverse backgrounds with diverse views.

Career Group: Administrative Services Job Family: Administrative Support Job Stream: Role: Admin/Operational Revised Date: Oct. 5, 2017