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Administrative Assistant


Employment Opportunity

JOB TITLE: Administrative Assistant

JOB STATUS: Full-Time, Permanent

DEPARTMENT: Administration

REPORTS TO: Executive Assistant


Located on the traditional territories of the Lkwungen people, Surrounded by Cedar Child & Family Services (SCCFS) strives to provide child and family services strongly rooted in Indigenous cultural values and world views while ensuring urban Indigenous children and youth grow up connected to family, community and culture. As an urban Delegated Agency, SCCFS supports the empowerment of the urban Indigenous community to continue the reclamation of traditional systems of caring for and protecting children so no child or youth will be placed into care.

Surrounded by Cedar receives its delegation through the Provincial Director of Child Welfare, who gives the agency the authority to undertake administration of parts of the Child, Family and Community Service Act. Under its current delegation agreement, Surrounded by Cedar is able to administer C4 services (Guardianship). 

SCCFS strives to be a culturally safe employer, with a keen focus on Indigenous recruitment and retention. While working at the agency, employees will be involved in various cultural knowledge sharing opportunities, activities and ceremonies, while being actively engaged in urban Indigenous community events.

Job Summary:

Under the supervision of the Executive Assistant, the Administrative Assistant provides a range of confidential, administrative support functions to all program areas within the organization. The Administrative Assistant will ensure efficient and timely operations of the office so as to support and enhance the work of the organization.

Reception duties include:

  • As required, 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;
  • Monitor meeting room spaces, staff/guest sign-in/sign-out and office machines such as printers, photocopiers, fax machines, postal meters;
  • 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;
  • Adhere and follow all SCCFS Covid-19 related protocols and guidelines.

Delegated Team Support:

  • Maintain accurate and efficient filing procedures for all Child Service (CS), Residential Resource (RE), Youth Agreement (CS), and Agreements with Young Adults (SP) files according to record retention guidelines;
  • 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) and Corporate Records Management Systems (CRMS) 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;
  • Process payment requisitions according to agency policy and procedures, utilizing a variety of programs and/or software.

Administrative Support includes:

  • Assist with organizing agency events and activities;
  • Attend bi-weekly staff meetings, in-house trainings, and other meetings as required;
  • Participate in agency events and activities as necessary;
  • Contribute to agency projects as assigned by the Executive Assistant;
  • Generate and distribute meeting minutes as requested;
  • 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;
  • Participate in agency committees and/or working groups at the request of the Executive Assistant or other members of the Leadership Team;
  • Additional duties as required.

Finacial duties include:

  • Obtain approvals and required signatures for all spending;
  • Track receipts for all spending on company credit cards;
  • Maintain and reconcile petty cash as directed/required.

Knowledge Skills and Abilities:

  • Excellent ability to multi-task and prioritize using strong oral and written communication and comprehension skills;
  • Ability to function independently and in a team environment;
  • Demonstrated organizational and time management skills; ability to work effectively under pressure and meet deadlines;
  • Ability to deal with high volume of work with speed and accuracy, paying close attention to detail;
  • Conscientious, maintains the highest level of confidentiality, persistent, resourceful, productive and pro-active;
  • Good knowledge of the vision and mission of SCCFS and its programs;
  • Ability to maintain positive working relationships with staff, clients, community members, and community partners;
  • Experience working in an Indigenous not-for-profit organization while demonstrating a strong understanding of the impact of colonialism within Indigenous communities;
  • Enjoys being around children and youth with varying and complex needs;
  • Cooperative, courteous, flexible, good natured, and concerned with being helpful and making a good impression.;


  • A diploma in an administrative program; or
  • 1-2 years’ experience in providing administrative support in a similar environment;
  • At least 1 year of experience maintaining filing systems;
  • An equivalent combination of education and experience may be considered
  • Proficiency in the use of Windows based computer applications including Excel, Word, Office 365 and other standard computer applications; • Experience utilizing information managements systems such as ICM, RAP and MIS systems will be considered an asset;
  • Experience utilizing ARCS and ORCS may be considered an asset;
  • Must be available to work Monday – Friday between the hours of 8:30 a.m. and 4:30 p.m.;
  • Must be willing to work some evenings and weekends as required by the agency;
  • Must undergo a successful Criminal Record check.

Wage Range: $42,900.72 - $48,389.39 annually dependent upon experience.

Preference will be given to applicants who self-identify as Indigenous as per Section 41 of the Human Rights Code.

Closing Date: Tuesday, June 5, 2020 

Your resume and cover letter which outline how you meet the qualifications required for this position can be submitted to the attention of:

Maren Gray, Executive Assistant
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
FAX: (250) 383-2509

Surrounded By Cedar Child and Family Services
#211-1497 Admirals Road Victoria, BC
V9A 2P8

Only those selected for interviews will be contacted

Learning Opportunities

SCCFS believes in the importance of mentoring and supporting practicum students from post-secondary bodies and Interns from the Aboriginal Youth Internship Program. 

Talk to your Advisor about a practicum placement with us!


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