JOB PROFILE
JOB STORE # 1001
TITLE: POSITION # 00087466 TEAM ASSISTANT
CLASSIFICATION: CLERK 9
Working in the Ministry of Children and Family Development, this job has a primary focus on providing
day-to-day administrative support. The job reports to an Office Manager and Team Leaders. You will
also receive direction from other professional staff of various program backgrounds. The job is a point of
contact for many service providers, community organizations, and other public service organizations in
the community. This job requires program and policy knowledge in order to provide support to child and
youth mental health, child protection, family services, child and youth with special needs, youth services,
youth probation and guardianship services. There is records and documents management responsibility,
financial responsibility, and Personal Interaction responsibility.
JOB OVERVIEW
To provide administrative support to a Ministry of Children and Family Development office, working with fellow
professional administrative, social work, therapy, nursing, psychology staff. Support to Child Protection Intake,
Family Services, Children and Youth with Special Needs, Children and Youth Mental Health, Youth and Youth
Probation Services.
ACCOUNTABILITIES
 Liaises with other ministries and agencies as required to initiate services or resolve
problems.
 Researches material (i.e., program, policies and procedures)
 Responds to non-mandated client calls at the direction of professional staff, (e.g., daycare
concerns, Out of Care Contract enquires).
 Reviews incoming and outgoing correspondence as required screening for anticipated
supplementary information.
 Provides input on clients and report interactions with Children In Care, clients or care givers.
 Completes and compiles court documents at professional staff’s direction or independently
for their approval and signature
 Assists with Public Trustee requirements.
 Processes a variety of documents and/or contracts (i.e., purchase documents, taxi orders,
applying for medical coverage for child services files, updating medical forms).
 Ensures referral documentation has been completed, printed and passed to the appropriate
resource retaining file copy when a child/youth comes into care or changes resources.

Searches Integrated Case Management and Management Information System for client’s
previous/current ministry involvement and updates electronic data bases.
Career Group:
Job Family:
Administrative Services
Administrative Support
Job Stream:
Role: MCFD
Revised Date:
Team Assistant Clerk 9
2015Jan01

Verifies identification of individuals for release of imprest cheques, bus passes, tickets, purchase
authorizations, prints and records imprest cheques, ensures appropriate signature, and voids if
necessary, monitors distribution and advises worker when not picked up.

Transcribes from Dictaphone, handwritten or edited copy, and keyboards to produce a variety of
documents, proof-reads and corrects errors (i.e., correspondence, minutes, forms, reports, court
documents, statistical tables, chronological records, spreadsheets, physician reports and
presentations).

Notifies/alerts appropriate staff of emergency situations.

Carries out records management duties such as creating, filing, retrieving and returning files, and
preparing for offsite storage.

Receives cheques and tracks financial transactions (i.e., Contracts, Invoices, budget spreadsheets,).

Manage petty cash float and purchase card reconciliations
 Assists with the training of administrative staff.
 Provides administrative and clerical support to the office as required.
JOB REQUIREMENTS

Secondary school graduation or equivalent.

A minimum of three (3) years of reception, clerical and/or administrative support experience. An
equivalent combination of education, experience and/or training may be considered.

Experience in keyboarding, word processing, spreadsheets, databases and other standard computer
applications (i.e. Word, Excel, and Outlook).

Preference may be given to applicants with experience using Integrated Case Management (ICM),
Management Information Systems (MIS) system, Corporate Records Management System (CRMS) and
Community and Residential Information System (CARIS).

Preference may be given to applicants with administrative experience in a human/social services
setting.
 Ability to keyboard with speed and accuracy at approximately 50 –60 words per minute.

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
BEHAVIOURAL COMPETENCIES

Information Seeking is driven by a desire to know more about things, people or issues. It implies going
beyond the questions that are routine or required in the job. It may include "digging" or pressing for
exact information; resolution of discrepancies by asking a series of questions; or less-focused
environmental "scanning" for potential opportunities or miscellaneous information that may be of
future use.

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
Career Group:
Job Family:
Administrative Services
Administrative Support
Job Stream:
Role: MCFD
Revised Date:
Team Assistant Clerk 9
2015Jan01
organizations, and non-government organizations. It means focusing one's efforts on discovering and
meeting the needs of the customer/client.

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.

Flexibility is the ability and willingness to adapt to and work effectively within a variety of diverse
situations and with diverse individuals or groups. Flexibility entails understanding and appreciating
different and opposing perspectives on an issue, adapting one’s approach as situations change and
accepting changes within one’s own job or organization

Integrity refers to actions that are consistent with what one says are important. People with integrity
"walk the talk" by communicating intentions, ideas and feelings openly and directly, and welcoming
openness and honesty even in difficult negotiations.

Continuous Development involves proactively taking actions to improve personal capability. It also
involves being willing to assess one's own level of development or expertise relative to one's current
job, or as part of focused career planning.

Empowerment is the ability to share responsibility with individuals and groups so that they have a
deep sense of commitment and ownership. People who practice empowerment participate and
contribute at high levels, are creative and innovative, take sound risks, are willing to be held
accountable and demonstrate leadership. They also foster teamwork among employees, across
government and with colleagues, and, as appropriate, facilitate the effective use of teams.
Career Group:
Job Family:
Administrative Services
Administrative Support
Job Stream:
Role: MCFD
Revised Date:
Team Assistant Clerk 9
2015Jan01