Job overview
Basis: Permanent, Full-Time, Clerk 15
Location: Vancouver, British Columbia
Salary range: $62,609.62 - $70,814.71
Starting salary: $62,609.62
BC’s Office of the Human Rights Commissioner (BCOHRC) exists to address the root causes of inequality, discrimination and injustice in B.C. by shifting laws, policies, practices and cultures. We do this work through education, research, advocacy, inquiry and monitoring.
Reporting to the Manager, Operations, the Office Services Administrator provides central support to all BCOHRC management and staff and coordinates office administration functions including: travel booking, expense authorizations and processing, supporting BCOHRC special programs, providing front reception services, finance administration, contract management, records management and facilities and asset management for BCOHRC.
Accountabilities
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Provides on-site reception services for the Office and responds to general enquiries that arrive in person and by physical mail in a manner that upholds BCOHRC guiding principles.
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Provides central office administrative services including maintaining the shared calendar, maintaining office supplies, coordinating office access, coordinating courier services, facilities planning and maintenance and maintaining office equipment.
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Supports BCOHRC special program administration, including maintaining records of all special programs submissions, communication monitoring and supporting outreach activities (e.g., reminders of reporting and expiration dates).
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Working in collaboration with respective program managers, supports the development and implementation of administrative projects and the maintenance of the administrative framework for the Office.
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Provides advice, training and guidance to staff on financial, operational and administrative policies, procedures and support resources for consistent application. Develops financial management reports and spreadsheets to track and monitoring contracts, office supply and travel budgets, commitments and expenditures; ensures accuracy and completeness of information and identifies and resolves variance issues.
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Contributes to budget development by recommending administrative budget needs and expenditures based on previous years’ expenditures for travel, office supplies and office equipment.
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Coordinates financial activities (budget, contract administration, accounts payable, purchasing, subscriptions) for BCOHRC, ensuring compliance with financial administration and purchasing policies and procedures and sets up and maintains BCOHRC financial tracking systems and files. Processes accounts payable/receivable documents and petty cash transactions, ensuring compliance with government and BCOHRC financial policy and procedures.
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Coordinates contract and grant administration ensuring compliance with applicable policy and procedures.
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Supports the planning and coordination of large internal meetings and events, such as the BCOHRC all staff meeting and all staff learning activities. Responsibilities include but are not limited to venue booking, catering, establishing contracts for meeting space and services, and event management logistics, etc.Oversees the management of all records and documentation in BCOHRC’s physical office, including sets up and maintains ARCS/ORCS records management system including the storage, retrieval and destruction of records in the physical office.
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Provides support to BCOHRC overall records management. Determines the need for, recommends purchase of, and coordinates the acquisition, transfer and disposal of non-IT assets including office supplies and equipment.
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Undertakes facilities planning and coordination of logistics; provides recommendations on space requirements, maintenance and services. Recommends priorities and analyzes costs, benefits and risks for BCOHRC facilities staff and the property manager.
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Functions as the office contact to arrange office access, new employee orientations and performs occupational health and safety activities.
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Notifies appropriate staff of emergency situations that may impact the Office or its operations and acts as fire warden and first aid attendant for the Office (training to be provided by BCOHRC).
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Prepares and/or oversees the preparation of documents such as reports, spreadsheets, and briefing notes by using desktop tools such as Word, Excel, PowerPoint, Outlook; and drafts replies to routine correspondence.
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Provides financial administrative support for program areas including purchasing, monitoring expenditures, and ensuring required approvals are maintained.
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Supports contract management, develops contracts and processes payment for services received.
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Serves as a subject matter expert on hybrid meeting and communication technology requirements in BCOHRC boardrooms and provides support to staff and guests.
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Provides temporary back up administrative coverage, as needed, for other BCOHRC administrative staff, including the Financial Administrator, and the Executive Services Coordinator; performs duties related to correspondence management, scheduling meetings and managing calendars, travel and administrative needs of the Commissioner and/or Deputy Commissioner.
Qualifications
Education and Experience
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Secondary School graduation (Dogwood, GED) or equivalent combination of education
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A minimum of two years’ experience in directly related administrative work and procedures
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Training in or professional or experience in any of the following:
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Office administration
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Finance
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Human resources
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Experience/training in keyboarding and other standards computer applications, specifically MS Office Suite (Word, Excel, Outlook, Teams)
Related experience may include
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Experience providing administrative and financial support services for a group of staff
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Experience providing customer service in a fast paced, high volume work environment
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Experience tracking and maintaining records and data
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Experience assessing and responding to verbal and written service requests
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Working with Microsoft Office suite, as well as other platforms including Zoom and Microsoft Teams
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Experience working in a confidential capacity with integrity and discretion
Willingness statement: some travel and onsite office presence may be required
Preference may be given to applicants with the following:
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To complement the diversity of the BCOHRC team, preference may be given to applicants who are Indigenous, Black or racialized, people with diverse gender identities or expressions, and/or people with disabilities.
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Applicants with more than 3 years of related experience in accounting, finance, administration or human resources.
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Applicants with a formal post-secondary education in accounting, finance, human resources, and/or office administration.
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Experience using financial information management systems and/or human resource information systems
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Lived experience with human rights, which could be through your own identity and/or personal experiences related to human rights.
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Experience working in an environment that supports or promotes human rights, equality, and justice.
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Experience working in the BC Public Service.
Security screening
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Successful completion of security screening requirements of the BC Public Service, which may include a criminal records check, and/or Criminal Records Review Act (CRRA) check, and/or enhanced security screening checks as required by the ministry.
Location
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This position is based in Vancouver, BC and is not eligible for relocation assistance.
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This is a hybrid position that is required to work in the BCOHRC Vancouver office at least three days per week. Occasionally, this role may be required to work in the office more frequently if/when operationally required, for example, in the case of relief for prolonged absences.
Knowledge, Skills, and Abilities
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Commitment to and passion for human rights
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Ability to deal with all members of the public in a fair and equitable manner
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Ability to follow standard operating procedures ad practices to support best possible outcome
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Ability to independently identify and resolve issues
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Ability to multitask and maintain focus in a fast-paced high volume environment
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Ability to organize workload, set priorities and meet deadlines
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Commitment to and passion for excellent client service
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Demonstrated ability to communicate effectively, both orally and in writing, with all levels of staff and management
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Keen eye for detail and methodical approach to ensure thoroughness
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Demonstrated ability to conduct business of a confidential nature, using tact, diplomacy and good judgement
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Demonstrated ability to establish and maintain effective working relationships with a variety of individuals, at all levels of authority
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Demonstrated ability to research, reference, interpret and apply BCOHRC and BC Public Service Agency policy, Terms and Conditions of Employment, and employment legislation and to recommend an appropriate course of action
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Proficiency in MS Word, Excel, Outlook and PowerPoint as well as databases, email and calendar functions
Competencies
Indigenous relations competencies
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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 the BC Public Service, 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.
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Empathy is the ability to recognize, understand and directly experience the emotion of another. It involves listening with heart, accepting their message, and staying focused on their experience rather than reacting. It means understanding that the behaviour may be connected to something outside of the immediate situation.
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Indigenous-Centred Service Approach is a desire to serve Indigenous peoples, focusing one's efforts on understanding their interests in order to increase the quality of the service and produce better outcomes.
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Listening, Understanding and Responding involves the desire and ability to understand and respond effectively to other people from diverse backgrounds.
Behavioural competencies
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Flexibility is the ability and willingness to adapt to and work effectively within a variety of diverse situations, and with diverse individuals or groups.
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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.
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Service orientation implies a desire to identify and serve customers/clients, who may include the public, coworkers, other branches/divisions, other ministries/agencies, other government organizations and non-government organizations. It means focusing one’s efforts on discovering and meeting the needs of the customer/client.
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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.
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Teamwork and cooperation is the ability to work cooperatively 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.
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Problem solving and judgement is the ability to analyze problems systematically, organize information, identify key factors, identify underlying causes and generate solutions.
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Concern for order reflects an underlying drive to reduce uncertainty in the surrounding environment. It is expressed as monitoring and checking work or information, insisting on clarity of roles and functions, etc.
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Planning, organizing and coordinating involves proactively planning, establishing priorities and allocating resources. It's 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.
For more information on competencies, see:
Additional information
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This position is based in Vancouver, BC and is not eligible for relocation assistance.
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This is a hybrid position that is required to work in the BCOHRC Vancouver office at least three days per week. Occasionally, this role may be required to work in the office more frequently if/when operationally required, for example, in the case of relief for prolonged absences.
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Applicants must be eligible to work in Canada (i.e., Canadian citizen, permanent resident of Canada or authorized in writing to work in Canada such as via a work permit). Employment is contingent upon continued eligibility to work in Canada (“continued eligibility” here means that eligibility to work in Canada must be maintained to be eligible for continued employment).
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The successful applicant requires a criminal record check. Existence of a criminal record will not result in immediate disqualification.
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This position is excluded from union membership.
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An eligibility list may be established to fill future temporary and permanent vacancies.
For complete details about this opportunity, including accountabilities and a complete list of required and preferred qualifications, please refer to the job profile.