The successful candidate will be responsible for the day-to-day facility operations of the North Vancouver WorkBC Employment Services Centre. 

What you’ll be doing:   

• Oversee facility operations of the ESC. This includes responding/resolving all maintenance, lease, telephone, janitorial, and alarm system issues that may arise 

• Create/Implement/Improve Front Office Systems, protocols, and customer services/best practices policies to ensure the requirements for the WorkBC Employment Services Centre and Satellites Offices meet/exceed the contractual obligations with the Ministry 

• Assist the ESC Manager and Quality Assurance team with regular quality assurance audits through ICM and hard file reviews 

• Work collaboratively with the Directors and ESC Senior Operations Managers to ensure financial targets are being met. Create monthly reporting 

• Ensure invoices are coded, signed by the ESC Manager and sent to head office in a timely manner 

• Liaise with YWCA Purchasing Department and Accounts Payable; manage client financial supports for the centre 

• Responsible for Annual Inventory Control 

• Provide technical support and troubleshooting for staff and clients  

• Hiring, scheduling and supervision of office administration staff; conduct performance reviews of administration staff 

• Liaise with service providers; oversee registration & coordinate payments for clients  

• Approve VSF ICM orders and reconcile FSPS orders with Finance Department to ensure accurate and timely input in ICM 

• Assist ESC Senior Operations Manager with Health and Safety functions of the centre, including safety drills and reporting, Joint Health and Safety Committee  

• Orient new front desk staff to the WorkBC ESC workplace environment and YWCA policies. This includes creating PANs, Systems Access Forms, etc. 

• Review/investigate ICM issues case-by-case in ICM and/or with the Case Manager, and Financial Analyst 

• Assist Case Managers in correcting ICM errors on the ‘Monthly CAPA Review” list that is generated from the Ministry on a monthly basis 

• Train and support front office staff on the ICM database and centre systems, policies, and customer service delivery as it pertains to the Employment Program of BC and the YWCA 

• Train and support volunteers on centre systems and customer service delivery 

• Provide backup for ESC Senior Operations Manager if/when require  

• Other duties as required 

What you’ll need:  

• Administrative and supervisory experience 

• Highly organized and comfortable with scheduling, time and file management 

• Ability to multitask effectively and meet the required deadlines  

• Experience in financial administration and some financial analysis would be an asset 

• Experience working in the Ministry’s Integrated Case Management database would be an asset 

• Experience and knowledge working with federal and provincial programs and policies 

• Excellent communication skills working with a variety of people and different levels of government and the business community, both written and verbal 

• A demonstrated a positive attitude towards change 

• Minimum Education Level: Bachelor’s degree or equivalent combination of education and work experience 

• Excellent technical and computer skills in Microsoft Office, SharePoint, and Zoom are required 

• Ability to work on the North Shore 

• Comfortable working on the front line of a busy employment centre, working with a range of clients, including homeless clients, clients with mental health concerns, and clients with disabilities 

• Strong interpersonal skills are required to build effective relationships internally and externally    

• A valid clear criminal record check (including working with vulnerable populations) is required.   

What we offer:   

We offer our eligible employees the following benefits as part of their total rewards package:   

• Extended medical and dental benefits     

• A defined benefit pension plan (MPP)   

• Pregnancy, parental and adoption leave top up 

•  22 vacation days and 3 personal days, in addition to paid sick leave. 

• Flexible working arrangements for applicable positions    

• Employee Family Assistance Program, a confidential and voluntary support service for employees and their eligible family members    

• A workplace that prioritizes employee health, safety and well-being, including many learning and growth opportunities such as our employee mentorship program and three equity committees that help to support our goals towards achieving meaningful equity and inclusion.   

• Free staff membership to our Health + Fitness Centre   

• Discounts at our YWCA Hotel    

• Priority in YWCA Child Care centres    

 

Pay Rate: $35.02