Central Files Coordinator

Legal Aid BC


Who We Are

Legal Aid BC (LABC) is a non-profit organization, created by the Legal Services Society Act in 1979, to provide legal information, advice, and representation services to some of BC’s most vulnerable and marginalized citizens; those who do not have the financial, educational, social or health resources to effectively access the justice system when their families, freedom, or safety are at risk. Our vision is client-focused legal aid that ensures access to justice for all, with a mission to provide legal aid services that people need, and to promote better access to justice.

At LABC, we know that our continued ability to help the people who need us is due to the hardworking individuals who make up our team, dedicated to making a difference in the lives of people in need. We foster a positive culture of open communication for our team to thrive within, underpinned by our values of service, diversity, integrity, accountability, and leadership.

To learn why legal aid matters, please visit our homepage https://legalaid.bc.ca/.

The Opportunity

As Central Files Coordinator, your primary function is to coordinate Legal Services Society Vancouver Regional Centre multi-user central filing system and update and maintain the related central files computerized database.

1. MAINTAIN A CENTRAL FILING SYSTEM AND COMPUTERIZED DATABASE:

a) create, update and maintain a central filing system and a computerized database to classify, code, track and secure all material for central files, offsite storage and Pubs filing; enter information into system; conduct computer backup;

b) utilize database software applications to organize, sort and maintain records, provide a variety of reports and records pertaining to the organization and coordination of LSS files and to meet end user requirements;

c) establish retention schedule for all material based on LSS policy;

d) liaise with departments and storage company to coordinate requests regarding retrieval and storage of physical files; order files retrieval and view status of request through internet access; verify dates for destruction with department managers; and

e) arrange for destruction of files as authorized, by initiating a computer query to identify files and requesting on-line.

2. BACK-UP ADMINISTRATION SERVICES ASSISTANT POSITION:

a) Order stationery

b) Arrange for repairs and maintenance

c) Place orders with suppliers

d) Ensure Vancouver Regional Centre stocked items are in adequate supply

e) Follow up with incomplete/late shipments

f) Maintain the Kitchens

3. BACK-UP SWITCHBOARD RECEPTION POSITION:

a) Operate a multi-line switchboard, answer enquiries, screen calls, assess needs of caller and direct to appropriate person

b) Greet and direct visitors to correct floor or office after notifying staff of visitor arrival

c) Maintain daily attendance

d) Maintain current telephone list of social services agencies

e) Prepare and deliver incoming and outgoing mail

4. PERFORM OTHER RELATED DUTIES:

a) draft memos and letters;

b) respond to staff enquiries and requests regarding reviewing on-line information, filing, retrieval, storage and retention of material;

c) provide orientation on central filing system to staff and ongoing support on using and accessing file information on-line;

d) photocopy material as required;

e) move and lift boxes of files as required;

f) reconcile job order and delivery forms and follow up with discrepancies;

g) deliver and retrieve files internally as required; and,

h) perform other related duties as required.

More About You

You have post-secondary education and a minimum of two years’ related experience. An equivalent combination of training, education and experience may be considered. You strive to exceed expectations in a high-volume work environment. You are very detail oriented and organized with an ability to work well independently and as part of a team.

We Offer

A competitive annual salary, as well as a comprehensive benefits package, including:

  • Four weeks paid vacation to start that grows the longer you are with LABC
  • An excellent employee benefits package, where premiums are 100% paid by LABC
  • A generous pension plan
  • Support for training and development
  • An Employee and Family Assistance program
  • The opportunity to participate in various Employee programs (Employee Wellness, etc.)
  • A healthy work/life balance
  • Generous leave provisions (sick time, special leaves)
  • 13 paid statutory holidays

We would like to thank all external applicants for their interest but regret that only those shortlisted will be contacted. Legal Aid BC is committed to building a skilled, diverse workforce reflective of Canadian Society. Members of equity-seeking groups are encouraged to apply.

Job Types: Full-time, Fixed term contract

Benefits:

  • Dental care
  • Employee assistance program
  • Extended health care
  • Life insurance
  • Paid time off
  • RRSP match
  • Vision care

Apply Now
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