Case Management Assistant Contract

PLEA Community Services is currently seeking a Temporary Full-Time Case Management Assistant for our Adult Services – Northwest Territories team located in Abbotsford, BC. This temporary contract is proposed to start on June 2, 2025, and end upon return of the incumbent. 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 employee 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 8:30 AM to 4:00 PM, based on 35 working hours per week.

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

Who We Are:

PLEA is an accredited, charitable community services organization that has operated throughout BC for more than 40 years. We deliver community-based services and specialized supported homes to children, youth, adults and families facing significant challenges in their lives. We continually adapt our programs to suit each individual’s diverse strengths, needs and circumstances. As a result, we have a strong reputation for helping those we serve to overcome the challenges they face and lead fulfilling lives.

What You Will Do: 

– Provide information to program participants and visitors, assist with the intake process, and respond to queries with regards to 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 with regards to the gathering of detailed information for the processing of payments to contractors.
– Provide practical assistance to staff with regards to 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, conference 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 their 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.
– Annual physical activity fund (for fitness-related items or activities) post-probation.
– Annual education fund to take part in career-related courses or training events post-probation.
– 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.
– Use of personal vehicle for work-related travel. This position requires travel in the Lower Mainland and the Fraser Valley.
– A valid Class 5 or 7N B.C. Driver’s License, and suitable driver’s abstract/claims history.
– Documentation that the applicant is legally approved to work in Canada.

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