Job/Position Description
Administrative Assistant
2015/04/07
Purpose:
Recognized as a voice for community social services to children,
youth, adults, older adults, and families in BC since 1982, The
Federation of Community Social Services of BC (FCSSBC)
represents diverse, caring and committed member agencies. Our
mission is to strengthen and support community social service
agencies through advocacy, networking, skill-building, and
education. We are member driven and community focused,
working on behalf of the whole sector to develop a vibrant,
sustainable social service system supporting individuals and
families.
The Administrative Assistant position serves to contribute to the
organizational strengths of the organization, and to ensure
efficient day-to-day operation of The Federation office.
Job/Position Summary:
The Administrative Assistant manages the day-to-day reception
and administrative tasks of The Federation office, and supports
management in their daily tasks.
Organizational Status:
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Reports to the Director of Administration.
Under direction of the Director of Administration, interfaces and
provides staff support to the FCSSBC board, including Regional
Directors, and Committee meetings
Under direction of the Director of Administration, provide
secretarial and administrative assistance to FCSSBC
management
Works from the FCSSBC office.
37.5 hours/week.
Travel to FCSSBC Provincial meetings required.
600 – 620 View Street
Victoria, BC V8W 1J6
TEL 250.480.7387
FAX 250.480.7396
[email protected]
www.fcssbc.ca
Job Description
Administration Assistant
7 April 2015
Areas of Responsibility:
Reception
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Serves as first point of contact; receives and directs calls and visitors at office
location, provides information, and maintains an awareness of
movements/locations of staff
Receives and directs mail, faxes, and courier deliveries for distribution
Prepares and sends outgoing faxes, mail and courier parcels
Forward voice mail from the general mailbox to the appropriate staff member.
Office Administration
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Coordinates the FCSSBC general email account, and replies to general
information requests with the accurate information
Uses computer word processing, spreadsheet, and database software to
prepare documents and reports
Maintains the FCSSBC staff/board contact databases
Maintains and updates the FCSSBC website
Distributes monthly e-newsletter to members and stakeholders
Maintains member files
Maintains the FCSSBC membership list
Maintains the FCSSBC email distribution lists
Maintains media contact list and distributes media releases
Coordinates the use and maintenance of The Federation space/facilities
Maintains an equipment inventory list and coordinates maintenance as needed
Orders, receives and stores the office supplies ensuring that basic supplies are
always available
Maintains administrative files and creates and maintains office filing systems
Responsible for preparations for meetings held within the FCSSBC offices (or
rented boardroom) including ordering catering, ensuring supplies are provided,
and setting up audio visual equipment, if necessary
Provides secretarial and administrative support, as directed by Director of
Administration, to other FCSSBC staff (including travel, meeting, and other
arrangements)
Draft minutes of General Meetings for review by the Director of Programs and
Services
Attends staff meetings
Completes times sheets, coding time for projects as required
Assumes and performs other duties and responsibilities not specifically outlined
herein, but which are logically and properly inherent to the position
600 – 620 View Street, Victoria, BC V8W 1J6
Ph: 250.480.7387
Fx: 250.480.7396
[email protected]
www.fcssbc.ca
Page 2 of 5
Job Description
Administration Assistant
7 April 2015
Areas of Responsibility continued:
Board Support
a. Board Meetings, including Strategic Meeting
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Working closely with the Director of Administration, organizes Board
meetings, including scheduling, managing RSVPs, setting up webinars, and
preparation and distribution of meeting materials.
Working closely with the Executive Director, drafts and coordinates input
into the meeting agenda for review by the Executive Director, and drafts
minutes of Board meetings for review by the Executive Director.
Responsible for minute taking at Board meetings and maintains historical
records of FCSSBC Board meetings (online and hard copy)
Create action list for management and directors from board meetings
Working closely with the Director of Administration, assists in venue
logistics for Strategic meetings, ensuring that all Board members are
provided with accurate information.
Supports the Board with meeting, travel and other arrangements, as
required
Responsible for developing and following budget (with Director of
Administration)
b. Region Meetings
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Working with the Director of Administration, assists the Region Directors to
distribute materials and information for Region meetings.
Responsible for note-taking at Region meetings and maintains historical
records of FCSSBC Region meetings (online and hard copy).
Responsible for developing and following budget (with Director of
Administration)
c. Committee Meetings (eg – Planning Committee and Silly Fundraising)
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Working with the Director of Administration and/or Director of Programs
and Services assists the Committee membership to organize meetings,
including scheduling, managing RSVPs, coordinating input into the meeting
agenda, setting up webinars, and preparation and distribution of meeting
materials.
Responsible for note-taking of Committee meetings and maintains historical
records of FCSSBC Committee meetings (online and hard copy).
Responsible for developing and following budget (with Director of
Administration)
600 – 620 View Street, Victoria, BC V8W 1J6
Ph: 250.480.7387
Fx: 250.480.7396
[email protected]
www.fcssbc.ca
Page 3 of 5
Job Description
Administration Assistant
7 April 2015
Areas of Responsibility continued:
Board Voice Secretariat Support Assistance
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Provides support assistance to the Director of Administration in his/her role as
Administrator of FCSSBC Secretariat to Board Voice
Receives and directs phone calls
Receives, screens and organizes correspondence
Maintains the Board Voice membership list and email distribution lists
Maintains administrative files
Responsible for making bank deposits
Financial Administration Assistance
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Responsible for making bank deposits
Provides relief for financial administration to the Director of Administration, as
required – using Quickbooks, for daily accounts payables/receivables for
FCSSBC and Board Voice; bank reconciliation for FCSSBC and Board Voice;
payroll/benefits for FCSSBC staff; financial reports and month end duties for
FCSSBC and Board Voice
Codes and files financial material according to established records
management procedures
Education/Work Experience:
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Diploma or certificate in Business Administration, or equivalent secretarial /
technical training and experience
Minimum of three years’ experience providing administrative support to a
Board of Directors
Minimum of three years’ experience as an Administrative Assistant, with
financial administration
Previous knowledge and experience in the community social service sector an
asset.
Skills/Abilities:
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Strong administrative skills, demonstrating a sound knowledge of office
systems and procedures
Ability to work with a Board of Directors and knowledge of Board Governance
matters
Strong ability to proficiently take minutes of meetings and transcribe
accurately
Ability to draft meeting agendas
Strong problem-solving and decision making skills
Ability to work independently
600 – 620 View Street, Victoria, BC V8W 1J6
Ph: 250.480.7387
Fx: 250.480.7396
[email protected]
www.fcssbc.ca
Page 4 of 5
Job Description
Administration Assistant
7 April 2015
Skills/Abilities continued:
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Able to respond quickly to new or changing work demands
Proven ability to multi-task and manage a demanding workload
Capable of setting priorities when multiple demands are present
Outgoing and friendly demeanour for first point of contact responsibilities
Ability to establish and maintain positive working relationships
Strong written, verbal and interpersonal communication skills
Demonstrated ability to work effectively as a member of a team
Self-motivated, able to set priorities and meet deadlines
Highly organized and detailed oriented
Advanced knowledge and proficiency in use of Microsoft office suite and MS
Office 365; comfortable with learning other computer systems as required with
a solid understanding of internet programs; previous website maintenance
experience an asset
Financial and book-keeping experience, with ability to use QuickBooks
Valid driver’s license; access to use of own vehicle helpful, but not necessary
Proficiency in the use of office equipment – computers, voice messaging
systems, fax, printer/photocopier, projectors
Have a sound understanding of ethical and business practices
This a full-time employment position: Monday to Friday, 8:30am to 4:30pm.
Compensation: $17-$19/hour, depending upon experience. Excellent benefits
package.
37.5 hours per week.
Deadline for applications: Monday, 20 April 2015, 4:30pm.
Starting date: asap
No phone calls please
Interested applicants should send a cover letter and resume to:
Donna Francis, Director of Administration
[email protected] with “Admin Assist” in subject line
or
Attention: Administrative Assistant Selection
FCSSBC
600 – 620 View Street
Victoria, BC
V8W 1J6
We thank all interested applicants, however only those shortlisted for an interview
will be contacted.
600 – 620 View Street, Victoria, BC V8W 1J6
Ph: 250.480.7387
Fx: 250.480.7396
[email protected]
www.fcssbc.ca
Page 5 of 5