Search Homelessness Services Association of BC

Job Description / Duties

Employment Status

Full Time Permanent

We provide housing and a range of support services to adults with low or no income who have few, if any, housing or support options. Because the people we serve have challenges meeting basic needs and goals, we place minimal barriers between them and our services. For more information about Lookout, please visit www.lookoutsociety.ca

Location

544 Columbia Street, New Westminster, B.C., V3L 1B1

Position Summary

Reporting to the Director of Administration and Administration Manager, the Administrative Assistant provides senior level support to the Directors and Managers and assists in the operation of the Lookout Administration office.
Key duties and responsibilities include completing tasks arising from the activities of the Directors and Managers such managing statistics and ensuring accurate documentation is complete for the Society; personnel filing and record keeping; assistance with Society centralized purchasing and request for proposals (RFP) processes; screening and prioritizing incoming requests; managing appointments; organizing and monitoring feedback mechanisms and incident; composing correspondence; assisting in the maintenance of file and office systems as well as a clean and efficient work space.

Job Duties

1. Supports Managers and Directors in all areas of Society administration including statistics, reporting, accreditation, purchasing and policies and procedures.
2. Assists the preparation and maintenance of the Society’s quality improvement, record management and information systems. Manages statistical information per program to ensure that practices are followed to ensure accuracy, completeness and timely reporting by due dates. Recommends changes to current information systems to improve practices with easy-to-follow instructions/routines, provide efficient checks and balances, increases accountability and improves accuracy. Provides summaries of data as requested.
3. Creates and updates a variety of template forms, letters and reports; works with departments Society-wide to coordinate and implement the tracking of reports.
4. Monitors and maintains Society files; both electronic and paper, ensuring timely and consistent administering and follow-up is completed by Directors and Managers responsible for their respective staff. Ensures the maintenance of Society records and monitors to ensure required personnel certificates, licenses, etc. are kept current and are tracked.
5. Assists in the recruitment and selection of staff by performing duties such as organizing and reviewing applications, ensuring external applicant match to job qualifications, scheduling interview times, completing related preparation work such as lists of interview questions and circulation of applications. Prepares hiring packages for new hires and does related personnel filing.
6. Supports communication systems by answering phones, sorting and distributing mail, faxes or office deliveries, keeping site update manuals up-to-date, and ensures that incoming mail is prioritized and addressed where possible. Performs record management duties to maintain efficient files such as maintaining numeric, alphabetical and subject filing systems, indexing files, and conducts file searches for requested information.
7. Composes and signs general correspondence such as appointment confirmations, information requests, drafts correspondence for review and signature.
8. Assists in the addressing of incidents and complaints in a timely and fair manner by gathering information, following up with requests, in resolution implementation and provides consistent communication to effect changes, if any. Tracks incidents and complaints and provides monthly reports as required.
9. Maintains a current knowledge of and comply with all Lookout policies and procedures.
10. Responsible for complying with and contributing to all aspects of health and safety program
11. Performs other related duties as required.

Qualifications / Required Skills

Qualification & Requirement

Post-secondary education equivalent to two years of study plus two (2) years of recent related experience including at least one (1) year of experience working in a non-profit environment or an equivalent combination of education, training and experience.
Ability to key 60 w.p.m. Demonstrated communication skills both verbal and written. Ability to manage high workload with multiple priorities. Ability to work during significant level of interruptions. Demonstrated good judgement, tact and discretion. Ability to work independently. Excellent planning and organizational skills. Proven ability to write correspondence on a variety of topics. Demonstrated ability to research and analysis skills to investigate and resolve issues and recommend solutions. Physical ability to perform the duties of the job. Demonstrated ability to operate related equipment including advanced proficiency with personal computers including database management, spreadsheet development and word processing. Criminal Record Clearance – Vulnerable Sector.

Additional Information

Lookout Housing and Health Society is committed to empowering people from different races, gender, age, religion, identities and unique experiences. We welcome everyone from diverse backgrounds and encourage them to apply in order to foster an inclusive environment.

Salary: $24.50 per hour

Contact Information

Closing Date

Applications will be accepted until April 15, 2025 at 5:00pm

TO APPLY: Submit a cover letter and resume to: https://careers.lookoutsociety.ca/job-invite/2135/

**Employees of Lookout Housing and Health Society must apply online via the Internal Career Portal on SAP. **