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PROVINCE OF BRITISH COLUMBIA
MINISTRY OF PUBLIC SAFETY AND SOLICITOR GENERAL
JOB DESCRIPTION
JOB TITLE:
CURRENT CLASS/GRID:
Administrative Assistant
JOB TITLE OF
IMMEDIATE SUPERVISOR:
Clerk R9
CHIPS #:
73427 73428 73595 73597
73598 97204
SUPERVISOR’S CLASS/GRID:
CHIPS #:
Assistant Director, CVAP
ML3
14424
BRANCH:
DIVISION:
LOCATION:
Community Safety & Crime Prevention
Victim Services & Crime Prevention
Vancouver
PURPOSE OF UNIT:
The Crime Victim Assistance Program (CVAP) provides financial assistance
and benefits to victims of violent crime, their immediate family members and
eligible witnesses to assist in their recovery from the effects of a crime.
PURPOSE OF JOB:
The Administrative Assistant is responsible for performing a variety of
administrative support services including reception, filing, maintaining
electronic and hard copy records, and payment processing.
JOB DUTIES AND TASKS:
1. Provide reception services:
25%
a) Respond to telephone and in-person inquiries and refer case-specific queries to the
appropriate Claims Coordinator or Adjudicator as required;
b) Provide general information on benefits available under the legislation, program
procedures and the claims process to applicants, victim serving programs and others;
c) Process requests for retrieval of files stored in off-site facilities;
d) Process registered mail and courier services;
e) Mail application forms to potential applicants, victim serving programs, community
agencies and others as required;
f) Monitor fax machine and organize faxes.
2. Filing
a)
b)
c)
d)
e)
f)
Sort, check, and file all claim files;
Prepare the outgoing mail;
Process new mail and faxes and distribute mail to appropriate program staff;
Copy files from microfilm as required;
Prepare files for archiving and offsite storage;
Heavy lifting (up to 15 lbs) required.
25%
3. Payment processing:
25%
a)
b)
c)
d)
Process and pay invoices or benefit entitlements awarded by adjudicators;
Confirm fee rates payable to counselors based on the applicable fee guidelines;
Maintain electronic and hard copy payment records;
Facilitate the process for establishing vendor numbers through CAS for new service
providers;
e) Confirm invoices or benefits have not previously been paid and Initiate, approve and
forward payments to the appropriate spending authority for payment validation;
f) Respond to queries regarding payment processing;
g) Review CAS feedback reports to reconcile payments and remedy any payment errors
identified.
4. Register and process applications:
a)
b)
c)
d)
20 %
Register applications on ELVIS (Electronic Victim Information System) and set up the claim
file;
Obtain any missing information in order to complete registration process
Issue summons for police records;
Set BF’s (bring forwards) in ELVIS and assign the file to a claims coordinator.
5. Performs other duties:
5%
a) Assist in the orientation and training of program staff in reception, filing, registration
and payment processing procedures;
b) Perform various administrative support functions such as typing, organizing, filing a
variety of general correspondence, memoranda, reports and other documents.
ORGANIZATION CHART:
Executive Director,
Victim Services and
Crime Prevention
Division
Director,
Crime Victim
Assistance Program
Admin Assistant
Assistant Director,
CVAP
Claims
Coordinator
X 16
Admin Assistant
X6
Adjudicators
X9
Reconsideration
Adjudicators
(contract)
Consultants
(contract)
Policy & Legislation
Unit
Finance &
Administration
Victim Service
Program Unit
Crime Prevention &
Stakeholder
Relations
Unit
Selection Criteria
Education and Experience:
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Certificate in Business Administration, plus 1 year clerical / administrative support experience; OR
Three years clerical/administrative support experience; OR
1 year clerical / administrative support experience in Government setting, supplemented by
training in MS Word, MS Excel, and other standard computer applications
Experience in dealing with the public, particularly hostile or upset clients;
Good keyboarding skill required.
Knowledge:



Knowledge of relevant legislation and regulations;
Knowledge of office processes and procedures;
Sound knowledge of and ability to effectively utilize relevant financial systems.
Skills & Abilities:

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
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Dealing with victims, distraught family members or hostile clients;
Providing and obtaining clear, concise, and complete oral and written information at a level
appropriate to audience, while maintaining confidentiality;
Reconciling payments and financial records/reports in accordance with Ministry policies and
standards ;
Organizing and managing independently one’s own workload taking into consideration changing
priorities, tight deadlines, volume of work, available resources;
Computing accurately a variety of mathematical calculations such as addition, subtraction,
multiplication, division, and percentages using a calculator;
Using computer applications to enter and retrieve data, perform accounting functions, and
produce and edit a variety of effective correspondence and reports;
Dealing logically with complex material and a variety of document types;
Meeting and dealing with staff and public in a positive service oriented manner;
Completing work accurately with high volumes and under pressure;
Ability to comprehend policies and to follow procedures;
Ability to interpret legislation and regulations;
Ability to explain program details, legislation and regulations to the clients.
Preferences:
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
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Prior experience working with victims of crime or others impacted by trauma;
Prior experience with government filing, payment and record management systems.
Preferred previous experience in interpreting and applying legislation, rules, policies and/or
procedures
Competencies
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.
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.
Service Orientation implies a desire to identify and serve customers/clients, who may include the
public, co-workers, 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.
Listening, Understanding and Responding is the desire and ability to understand and respond
effectively to other people from diverse backgrounds. It includes the ability to understand accurately and
respond effectively to both spoken and unspoken or partly expressed thoughts, feelings and concerns of
others. People who demonstrate high levels of this competency show a deep and complex understanding
of others, including cross-cultural sensitivity.