Job/Position Description Administrative Assistant
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: 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 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 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 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 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) 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 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 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: 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: 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: 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
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