Administrative Assistant

at  Tsawout First Nation

EDUCATION AND EXPERIENCE

• Grade 12 graduation (Dogwood or BC Adult Graduation Diploma);
• Post-secondary diploma or certificate/training in business or office administration an asset;
• Minimum of 1 years’ experience in general office responsibilities and procedures; or
• An equivalent combination of education and experience;
• Experience creating documents, spreadsheets, memos, messages etc. with Microsoft programs;
• Experience maintaining records, filing and correspondence tracking, an asset;
• Vulnerable Sector Criminal Record Check required as a condition of employment.

KNOWLEDGE, SKILLS AND ABILITIES

• Working knowledge of routine office practices, systems and procedures; and of the proper form of business letters and business English;
• Thorough knowledge of word processing, spreadsheets, presentation and publisher using Microsoft Office;
• Sound organizational skills and extremely detail-oriented;
• Advanced verbal and written communication skills including the ability to provide, obtain or follow clear, concise and accurate information orally and in writing (including spelling, grammar, context and structure);
• Ability to exercise initiative and courtesy and to assess situations and recommend solutions;
• Ability to work independently with limited direction, act on own initiative, set own priorities and meet tight or changing deadlines;
• Ability to maintain strict confidentiality and to exercise sound judgment and discretion when dealing with sensitive issues;
• Ability to foster and maintain positive working relationships with colleagues and external contacts;
• Strong work ethic including the ability to take initiative; to attend work on a regular and consistent basis, and to demonstrate a collaborative approach to problem solving.

• Redirects, collects and manages information appropriately in order to facilitate departmental communication and public service such as departmental meetings, community events;
• Coordinates and arranges meetings and events using shared calendar and other means of communication; books and sets up/takes down meeting rooms including the set-up and operation of teleconference equipment (when required);
• Maintains and updates network records, TFN wellness department website information; and electronic and community bulletin boards and newsletters;
• Keeps daily records of all services provided to clients on the SaFire Software;
• Maintains contact with community members, service professionals and others in the delivery of administrative services;
• Receives, screens and responds to daily inquiries by answering incoming calls, handling in person inquires and route such inquires to appropriate staff members and/or resources as required; and receives, responds to/forwards and tracks all incoming documents;
• Books fleet vehicles, completes pre and post usage inspections, complete applicable paperwork;
• Collects, date stamps, sorts and distributes mail daily; records all mail into mail registry;
• Drafts letters, spreadsheets and other documents; photocopying, faxing, and tracking outgoing reports and/or proposals as requested by the Wellness Director;
• Creates and maintains a Nation member contact list (telephone, email, mailing address);
• Processes all outgoing and incoming courier packages, filing tracking receipts and signing for verification;
• Assists in the preparation and distribution of meeting packages as directed;
• Controls, monitors and ensures the security of departmental stationary supplies and equipment , and prepare supply purchase orders for approval by Wellness Director;
• Prepares purchase orders as needed and prepares service invoice requests for submission to the finance department;
• Coordinates meetings and community events, including organizing caterers for Wellness events and meetings as directed by the Wellness Director;
• Assists in the preparation and upkeep of the standard operations manual for reception activities;
• Participates in relevant training and workshops identified by the Wellness Director;
• Monitors areas of responsibility for opportunities for improvement and innovation and works proactively to implement these;
• Attends departmental meetings and events as required;
• Exercises high degree of tact and diplomacy with the TFN Membership and all Nation contacts;
• Maintains strict confidentiality and exercises sound judgment and discretion when dealing with sensitive issues;
• Presents a professional, positive and helpful attitude at all times;
• Promotes a safe work place; ensures that all established safety procedures are followed;
• Carries out other duties essential to the position as directed by the Wellness Director.