Office Assistant

About the John Howard Society

The John Howard Society of Victoria (JHS) is a non-profit, social service agency in Victoria, British Columbia. We are dedicated to assisting individuals with programs and services such as employment, housing, mentorship and restorative justice.

If you are a passionate, outgoing and energetic individual who is looking to make a real difference in your community, we have got just the job for you. We are looking for an individual, who is extremely flexible, calm and collected, and detail orientated with superior communication skills to join our team at Manchester House (Community Residential Facility).

Reports to: The Director of Residential Programs

Primary Responsibilities:

• Answer phones, greet the public and visitors with discretion and politeness.
• General administration duties such as scheduling appointments, word processing, photocopying, scanning, filing, create and organize spreadsheets and other documents.
• Assist with the general needs of the residents (access to their medication, taking messages).
• Maintain and purchase office supplies, and general household items.
• Attend staff meetings and case conferences and prepare minutes.
• Prepare deposits and other banking functions.
• Collect information regarding allowances and bed counts. Keep track of the arrival and departure of parolees.
• Prepare billing for the Correctional Services of Canada monthly.
• Prepare for annual financial audit.
• Payroll – track and submit relief hours to the Director and accountant on a bi-weekly basis.
• Order and monitor the distribution of bus tickets.
• Update information in the Communication Log.
• Prepare monthly updated letters to Police, YMCA, Job Search (JHS), and Social Services.
• Maintain accounts describing resident's financial transactions with the house and generate resident billing statements when necessary.
• Maintain an up to date seniority resident list.
• Keep track of accounting for Meeting Room Rent.
• Prepare cheques and allowance signing sheet on a weekly basis.
• Maintain an up to date inventory of house forms. Revise them when necessary.
• Prepare mail and closed resident’s files for return to Victoria Parole office.
• Maintain records of House maintenance repairs and House purchases.
• Prepare a monthly staff schedule.
• Maintain the Imprest fund bookkeeping and prepare a printout for accountant on a weekly basis.
• Keep a resident contact sheet updated when counsellors are not in the house.
• Balance Petty Cash Sheet at the end of shift and prepare the information for the next shift coming on.
• Enter contact with residents on the Case Administration Management System (CAMS).
• Other related duties as required. Knowledge, Skills and Abilities:

Certificate or degree in administration or equivalent experience

High Level of computer literacy including MS Office (Excel,PowerPoint, Outlook), and be comfortable learning new programs as required.

Excellent verbal and written communication skills.

Strong organizational skills (including electronic file management), time management and attention to detail.

Ability to multi-task, balance priorities, work under pressure and meet deadlines.

Ability to thrive in and contribute to an integrated and collaborative team environment.

Ability to understand cultural differences

Ability to understand the dynamics of offender’s behavior and assess their needs and risks.

Ability to discreetly work with confidential and protected information.

Possess a valid Class 5 driver’s license and emergency first aid certificate.

Package:

Hours of work are Monday to Friday (varied on some days). Pay range is
$20.30- 21.32 per hour for a 40-hour work week.

The Society also offers a comprehensive benefits package that includes medical, dental, MSP premiums, vacation and RRSP.

A criminal record check is required.

Send resume with cover letter and references by 4:00pm September 28th
to:

Selection Committee

John Howard Society of Victoria

540 Manchester Road

Victoria, BC V8T 2N8

Email: kathy.roy@jhsvic.ca

No phone calls please. We thank
all applicants; however, only those candidates selected for the next stage of the
recruitment process will be contacted.