Administrative Assistant
Regular, Full Time Position
Salary: $28.65– $32.88 per hour
Company Overview
Established in 1997 by representatives from the Esquimalt, Beecher Bay, Pauquachin, Tsartlip, Songhees, Tsawout, Tseycum, and T’Sou-ke First Nations, 8.65CFSS emerged as a response to concerns regarding the growing number of Coast Salish children within the foster care system. Currently, NIȽ TU,O CFSS serves seven South Island Coast Salish Communities, including Beecher Bay, Pauquachin, Tsartlip, Songhees, Tsawout, Tseycum, and T’Sou-ke.
NIȽ TU,O CFSS offers three streams of services, all aimed at maintaining Coast Salish children within their families and communities. The first stream, Family Support Work Program, provides goal-oriented one-on-on support to youth, parents, grandparents, and caregivers from any member Nation. The second stream consists of a number of life skills and cultural programs offered by Community Wellness Facilitators. The third stream is Support Services previously administered by the Ministry of Child & Family Development, referred to as delegated services. As a Delegated Children & Family Services Society, currently delegated at C4 level, NIȽ TU,O CFSS delivers various delegated services, including guardianship and care for children in continuing care, voluntary support services to families, voluntary care or special needs agreements, caregiver recruitment, training, and support, youth agreements, respite services, extended family programs, and agreements with young adults.
Position Summary
NILTU,O Child and Family Services Society is currently looking for a full time, permanent Administrative Assistant (internally this role is called a Team Assistant).
We are looking for someone who is well-organized and service oriented. If you are a proactive planner who enjoys working as a member of a collaborative and supportive team, this position is for you!
The Team Assistant primary duties include administration support to field staff and reception duties at our front desk.
Reception Duties Include:
· Serves visitors by greeting, welcoming, and directing them appropriately;
· Notifies appropriate Agency personnel of visitor arrival;
· Assists with reception functions, including answering phones, retrieving voice mail, identifying nature of calls and information required, responding to
general inquiries on programs and services, recording messages and directing calls to appropriate staff;
· Greet and serve clients/guests who arrive at the agency to pick up bus passes/tickets, vouchers, cheques, letters, or directing them to the appropriate staff;
· Open, date stamp, record and distribute incoming mail, courier packages, and faxes to appropriate mail slots; prepare and arrange for courier services as directed;
· Maintain staff in/out board, book meeting rooms, monitor appointment list and notifies staff of arrivals;
· Arranges for maintenance/repair of photocopier and maintains stationary;
· Data entry using a variety of Microsoft Office programs (Outlook, Word, Excel, Publisher)
· Notify and alert staff of emergency situations;
· Assist with staff travel arrangements as required.
Delegated and Non-Delegated Team Support Duties Include:
· Maintain accurate and efficient filing procedures for Delegated and Non- Delegated Teams;
· Electronic and physical file management including opening new files, generating new volumes, preparing file transfers, managing file closures, retrieving files from offsite and other offices; preparing agency files for offsite storage and disclosure;
· Utilize information management systems including Ministry Information Systems (MIS), Integrated Case Management (ICM), Resource and Payments (RAP), Corporate Records Management Systems (CRMS) and Client Service Tracker (CST) to run queries, locate information, generate reports, and enter data;
· Retrieve file information as requested;
· Relieve employees in other administrative positions, where needed as directed;
· Photocopy documents for filing as requested;
· Liaises with MCFD and other agencies as required to initiate services or resolve problems;
· Research material (i.e., policy and procedures for a change of name for a child, contact information of other agencies);
· Completes and complies court documents at social worker's direction or independently for their approval and signature; Processes a variety of
documents and/or contracts (i.e., purchase documents, taxi orders, applying for medical coverage for child services files, updating medical forms);
· Transcribes to produce a variety of documents to proof-read documents and corrects errors; Completes courier slips and arranges for pick-up and delivery;
· Updates and/or assembles administrative policies and procedures in consultation with Administrative Manager;
Admin Support Includes:
· Assist with organizing agency meetings, events, and activities;
· Attend staff meetings, in-house training, and other meetings as required;
· Contribute to agency projects as assigned by the Administrative Manager;
· Support the value of taking care of our spaces by assisting with light cleaning duties including kitchen areas, meeting spaces, reception areas, and other common spaces;
· Additional admin duties as required.
QUALIFICATIONS:
· Office Assistant certificate/diploma or 2+ years’ work experience as administrative support or in an office setting; a combination of education and experience would also be considered.
· Minimum 1 year of experience in maintaining filing systems or completed courses in electronic case file management systems;
· Proficiency in the use of Windows based computer applications including Excel, Word, Publisher, Adobe, Office 365, and other standard computer applications;
· Ability to manage and maintain basic office equipment such as photocopier and fax.
· Ability to draft, edit and format letters, agendas, and reports.
· Ability to understand and use electronic client file administration systems including ICM, MIS and CST would be considered an asset,
· Must be available to work Monday to Friday between the hours of 8:30am and 4:30pm
· Must have a valid BC Class 5 driver’s license (no restrictions) with a clear abstract as occasional driving
of company vehicles will be required.
· Must undergo a successful criminal record check.
BENEFITS:
· Extended health and dental care
· Employee Assistance Program
· Public Service Pension Plan
· On-site parking
APPLICATION DEADLINE:
Open Until Thursday, June 18th, 2026
Submit include a cover letter with your resume and submit as one document.
This position is open to all applicants per section 24.2 of the collective agreement.
This is a unionized position with the BC General Employees’ Union (BCGEU).
Please include “self-identified” if you voluntarily self-identify as Indigenous.
*Pursuant to Section 41 of the BC Human Rights Code, preference may be given to qualified applicants of Indigenous ancestry*
Job Types: Full-time, Permanent
Pay: $28.65-$32.88 per hour
Expected hours: 35.0 per week
Benefits:
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care
Application question(s):
- Are you legally eligible to work in Canada?
- Have you included a cover letter with your application?
- Please describe any work or lived experience you have with Indigenous populations.
- Do you meet the requirements as outlined in the job posting?
- Do you have a British Columbia class 5 Driver's License without restrictions?
Work Location: In person
