Have you ever considered a career with a Crown Agency where you can draw on your administrative talents and feel good about the work you do?

The BC Family Maintenance Agency (BCFMA) is responsible for the client-centric administration of child and spousal maintenance services for British Columbians. BCFMA offers support that strengthens families so that they may achieve their full potential and secure the best possible future for their children. We are committed to promoting equity, anti-racism, and multiculturalism, addressing social and health issues such as mental health and poverty, and providing services that make communities safer. We strive for lasting and meaningful reconciliation through Indigenous-specific community recognition, outreach, and relationship-building efforts.

BCFMA is committed to reconciliation with Indigenous Peoples, honouring the Provincial commitment to the United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), the Declaration on the Rights of Indigenous Peoples Act, and the Truth and Reconciliation Commission’s (TRC) Calls to Action. Through fostering respectful and collaborative relationships with Indigenous partners and stakeholders, BCFMA delivers on the government’s priorities.

BCFMA is currently seeking qualified Office Administrator candidates to join our team in our Victoria office.

The Office Administrator reports to the Manager, HR Systems and Administration. This role oversees and coordinates various administrative functions that support management and employees. It also requires a strong attention to detail, the ability to set priorities and handle complex and sensitive issues, ensures diplomacy, sound judgment, and a high level of confidentiality. It requires public sector knowledge to apply and interpret Agency practices and Collective Agreements. This role supports and coordinates the administrative tasks, timekeeping, onboarding/ offboarding processes and documentation tracking for BCFMA’s UKG Human Resources Information System (HRIS). It provides coordination and support with the office building's facilities and asset management. It requires excellent interpersonal, written, and verbal communication skills. The role prepares agendas, takes notes at meetings and coordinates travel arrangements for leaders and employees.

ACCOUNTABILITIES

• Supports the management team with troubleshooting and timekeeping in the HRIS UKG Workforce Management (WFM) system.
• Supports the maintenance of employee profiles in the HRIS UKG WFM, which includes but not limited to profile updates, timekeeping, managing schedules and creating/updating shift patterns.
• Supports and coordinates administrative onboarding and offboarding processes for employee, including but not limited to processing all necessary documents, forms, overview of policies and procedures.
• Supports and coordinates the overview of Occupational Health and Safety, emergency preparedness requirements and facilitates office site tours as an Employer Member of the Committee in accordance with Health and Safety Principles established by WorkSafe BC and all relevant legislation.
• Provides administrative support for the Agency in a provincial model.
• Maintains day-to-day operational tasks, purchase approval process following budgetary requirements and reconciliation guidelines.
• Maintains a high level of confidentiality with complex, sensitive information in administrative support.
• Consults and coordinates with CBRE/Landlord for office maintenance/repairs as required.
• Maintains effective working relationships with internal and external stakeholder relations.
• Maintains the Office Administrator Guidelines, Policies, and Standard Operating Procedures to ensure efficient business practices and timely responses are met with high volume changing priorities.
• General knowledge of Collective Agreements, BCFMA policies, procedures, and databases.
• Maintains a current list of user IDs for the various internal and external website applications used by Operations employees.
• Processes and tracks critical incidents in coordination with leadership and advises HR accordingly.
• Confirms union leave dates for monthly reconciliations by Financial Services.
• Administers archiving processes for closure of files and coordinates off-site storage.
• Prepares agendas, takes notes at meetings and coordinates travel arrangements for leaders and employees.
• Supports administrative projects.
• Other duties as assigned.

JOB REQUIREMENTS

Education

• High school diploma supplemented by a completion of a certificate in office administration or equivalent.
• A minimum of three years related administrative/coordinator experience; an equivalent combination of education, experience, and/or training will be considered.

Experience

• Advanced experience (Minimum three (3) years) using Microsoft Office Suite.
• Experience with highly confidential and sensitive information.

KNOWLEDGE, SKILLS AND ABILITIES

• Strong organizational and prioritization skills.
• Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to apply critical thinking and exercise sound judgment in decision-making.
• Ability to interpret and apply relevant policies, procedures and guidelines.
• Ability to accurately monitor and track deadlines and information.

ADDITIONAL INFORMATION

• A Criminal Record Check is required.

Why work at BCFMA

• An opportunity to be part of an inclusive and diverse culture where you can make a difference and team members are appreciated and valued.
• Work-life balance with a Monday to Friday work week.
• Participation in a Defined Benefit Public Service Pension Plan.
• Competitive benefits package including extended health, dental, above standard vacation entitlement, company paid sick time and flex days.
• On-the-job training with opportunities for ongoing learning and development.

You say you want a job where you can make a difference - don’t delay and apply today!

The annual salary for this position ranges from $46,884 to $73,256. The starting salary for candidates who meet the base qualifications can be expected to start up to the 25th percentile. Please note this position is excluded from Union membership. Candidates must be a Canadian citizen or Permanent Resident to apply for this full-time opportunity. The successful candidate hired for the role must be living in British Columbia at the time of employment.

We are committed to promoting equity, anti-racism and multi-culturalism, addressing social and health issues such as mental health and poverty, and providing services that make communities safer. We strive for lasting and meaningful reconciliation through Indigenous-specific community recognition, outreach, and relationship building efforts.

INDIGENOUS RELATIONS BEHAVIORAL COMPETENCIES

Building a Trust-Based Relationship requires a fundamental understanding that "relationship" is the foundation from which all activities happen and that building a good relationship takes time and commitment. It is a willingness to build a personal relationship in addition to a professional one, participating in open exchanges of experiences and culture. It requires a genuine, non-controlling approach and relies upon demonstrated integrity and transparency. Building a trust-based relationship requires a high level of consciousness of the experience of Indigenous people with Crown relations. It assumes that strengths abound in Indigenous people, cultures and communities.

Cultural Agility is the ability to work respectfully, knowledgeably and effectively with Indigenous people. It is noticing and readily adapting to cultural uniqueness in order to create a sense of safety for all. It is openness to unfamiliar experiences, transforming feelings of nervousness or anxiety into curiosity and appreciation. It is examining one’s own culture and worldview and the culture of BCFMA, and to notice their commonalities and distinctions with Indigenous cultures and worldviews. It is recognition of the ways that personal and professional values may conflict or align with those of Indigenous people. It is the capacity to relate to or allow for differing cultural perspectives and being willing to experience a personal shift in perspective.

BEHAVIORAL COMPETENCIES

Flexibility is the ability and willingness to adapt to and work effectively within a variety of diverse situations, and diverse individuals or groups. Flexibility entails understanding and appreciating different and opposing perspectives on an issue, adapting one’s approach as situations change, and accepting changes within one’s own job or organization.

Initiative involves identifying a problem, obstacle or opportunity and taking appropriate action to address current or future problems or opportunities. As such, initiative can be seen in the context of proactively doing things and not simply thinking about future actions. Formal strategic planning is not included in this competency.

Planning, Organizing and Co-ordinating involves proactively planning, establishing priorities and allocating resources. It is expressed by developing and implementing increasingly complex plans. It also involves monitoring and adjusting work to accomplish goals and deliver to the organization's mandate.

Results Orientation is a concern for surpassing a standard of excellence. The standard may be one’s own past performance (striving for improvement); an objective measure (achievement orientation); challenging goals that one has set; or even improving or surpassing what has already been done (continuous improvement). Thus, a unique accomplishment also indicates a Results Orientation.

Service Orientation implies a desire to identify and serve customers/clients, who may include the public, colleagues, partners (e.g. educational institutes, non-government organizations, etc.), co-workers, peers, branches, ministries/agencies and other government organizations. It means focusing one's efforts on discovering and meeting the needs of the customer/client

Teamwork and Co-operation is the ability to work co-operatively within diverse teams, work groups and across the organization to achieve group and organizational goals. It includes the desire and ability to understand and respond effectively to other people from diverse backgrounds with diverse views.

We would like to thank all candidates for their interest, however only those being considered for this role will be contacted.