Case Management Assistant

PLEA Community Services is currently seeking a Temporary Full-Time Case Management Assistant for our U-Turn/U-Link team located in Port Coquitlam, BC. This temporary fixed-term contract is proposed to start as soon as possible and end on March 31, 2027. This position requires BCGEU membership.

The Case Management Assistant provides a range of administrative services to support day-to-day operations. They are usually the first point of contact for members of the community, staff, and other partners.

The Case Management Assistant will be responsible for assisting programs with a variety of key operational systems including communications, equipment, supplies, reporting, and filing.

Hours of Work: The usual hours of work in this position are Monday to Friday from 9:00 AM to 4:30 PM, based on 35 working hours per week.

Education/Experience Requirements: Bachelor's degree in a related field.

What You Will Do:

• Provide information to program participants and visitors, assist with the intake process, and respond to queries regarding the agency and the services provided including making informal referrals to other resources.
• Research, compile, review, reconcile and/or maintain a variety of information and records.
• Ensure that filing systems, records, and program folders are current, accurate, and effectively meet service delivery requirements.
• Assist contractors, staff and managers with preparing a variety of reports and records required to meet accountability and quality assurance requirements.
• Maintain program participant and program information using spreadsheets and/or database software.
• Produce and organize participant and service summary and statistical reports, as well as financial and program-efficiency related reports.
• Track program and contract deliverables and provide data/cost analysis where required.
• Act as the administrative liaison with funders and provide first line resolution of issues.
• Ensure that reports are sent out to various partners as required.
• Track individual contract details and communicate information effectively between internal/external partners.
• Act as the liaison regarding the gathering of detailed information for the processing of payments to contractors.
• Provide practical assistance to staff regarding program operations and administrative requirements, and respond to enquiries from partners regarding the services provided, and the process for making referrals.
• Transcribe referral data to internal systems, and ensure that all statistical data is current, complete and accurate.
• Provide orientation and ongoing support to program staff on using internal systems, including the development of tutorials to provide readily accessible assistance.
• Serve as the receptionist when required; answer telephones and in-person inquiries and route to appropriate staff members; sort and distribute incoming mail and prepare outgoing mail; operate a variety of office equipment and ensure these are regularly maintained and in good working order.
• Help troubleshoot computer and internet issues prior to referring to IT services.
• Make arrangements for meetings, appointments and travel as required.
• Assist in making arrangements for special events, conferences and other community initiatives.
• Prepare agendas and record minutes at meetings when required.
• Ensure that all records, reports, and documentation pertaining to service delivery are accurate, complete and in compliance with PLEA's policies and procedures.
• Ensure that the agency's records are safely stored and organize retrieval and control of records as required.
• Protect and uphold confidentiality.
• Perform other related duties as required.

What You Will Bring:

• Demonstrated ability to type 60 words per minute and efficiently operate a PC and other office equipment.
• Strong organizational, time and general management skills.
• Demonstrated ability to communicate effectively orally and in writing, including communicating with the public, and agency personnel in a friendly and effective manner.
• Demonstrated ability to organize work effectively, including managing different priorities and adapting to changing circumstances.
• Demonstrated ability to work independently, take initiative, make sound decisions, and be held accountable for results.
• Demonstrated ability to be sensitive and understanding of social realities including issues of race, culture, religion, gender identity, sexual orientation, poverty and lifestyle.
• Demonstrated knowledge of issues and trends related to the program.
• Experience in responding to enquiries from members of the community and providing support and service to a wide range of individuals.
• Experience in handling confidential and sensitive information, communicating effectively with members of the community and managing difficult situations constructively.
• Knowledge of Microsoft Office suite, database systems and web-based conferencing tools.

Plea Benefits and Perks:

• Eligibility to enroll in health/welfare benefits on the first day of the month following the completion of the probation period, including access to the annual physical activity fund (for fitness-related items or activities) and the annual education fund (to take part in career-related courses or training events).
• Access to the Employee and Family Assistance Program (EFAP): confidential and voluntary counselling support services and wellness resources for employees and their immediate family members.
• Discounted gym membership at Club 16 Trevor Linden and She's Fit.
• Perkopolis membership: an exclusive discount program for a variety of products and services (clothes, furniture, dining, auto, events, etc.).
• Agency-Sponsored Social Events (i.e., summer barbecue, annual holiday party, and team days).
• PLEA offers the Municipal Pension Plan to eligible employees as per the plan's criteria.

Minimum Requirements:

• Satisfactory Criminal Record Clearance.
• Must possess a valid Basic First Aid certificate (formerly OFA Level 1) or be willing to obtain one prior to hire.
• Must have access to a personal vehicle for work-related travel. This position requires travel in the Lower Mainland.
• Must possess and maintain a valid Class 5 B.C. Driver's License and suitable driver's abstract/claims history.
• Documentation that the applicant is legally authorized to work on an ongoing basis in Canada.

Note: PLEA conducts primary source verification of applicant's credentials including education, training, work history, and licensure.