Survey
* Your assessment is very important for improving the workof artificial intelligence, which forms the content of this project
* Your assessment is very important for improving the workof artificial intelligence, which forms the content of this project
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: 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: 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: 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.