Administrative Assistant
Tsawout First Nation
- Saanichton, BC
- Permanent
- Full-time
- 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.
- 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.
- 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.