Administrative Assistant

POSITION:                           ADMINISTRATIVE ASSISTANT

HOUR OF WORK:                  PART-TIME, PERM., (20 hrs/week)

REPORTS TO:                       FISHERIES MANAGER/PRINCIPAL NEGOTIATOR

WAGE:                                  $25.00 to $30.00/hour

PROGRAM SUMMARY: The Fisheries Department is responsible for the stewardship of the Tsawout First Nation's (TFN) water resources and their habitat. The Department provides vital services for TFN including a productive and sustainable fishery, safe sources of seafood, the recovery and conservation of protected resources, and healthy ecosystems. The Department is key to the scientific understanding and management of not only the TFN’s fisheries, but also its waterways in general. By monitoring the health and population of the fish and other residents of the TFN territorial oceans, rivers, and lakes, the Department develops an understanding of the overall condition of those waters.

PURPOSE OF THE POSITION: The Administrative Assistant provides confidential administrative and clerical support for the Fisheries Manager/Principal Negotiator.

DUTIES AND RESPONSIBILITIES

• Provides professional administrative and clerical support in accordance with the approved practices, policies, budgets, standards and guidelines including:
  • prepares and modifies documents including correspondence, reports, memos and
  • maintains electronic and hard copy filing
  • opens, sorts, scans, copies, emails, and distributes incoming/outgoing correspondence/documents.
• Manages the scheduling, tracking and coordination of Fisheries Manager/Principal Negotiator
• Assists with the development of administrative initiatives led by the Fisheries Manager/Principal Negotiator
• Prioritizes and coordinates the timely and efficient flow of information from the Fisheries Manager, administration, staff and stakeholders.
• Communicates and responds to routine requests or inquiries via telephone, email or in-
• Requests, compiles and organizes correspondence and reports for signature by the Fisheries Manager/Principal Negotiator in order to meet deadlines.
• Liaises with information technology and other contractors to address or follow-up on issues identified by the Fisheries Manager/Principal Negotiator.
• Coordinates and communicates departmental meetings and events using shared calendar and other means of communication; books and sets up meeting rooms.
• Prepares meeting agendas and compiles packages for departmental or project related meetings; and takes and distributes minutes for department meetings as well as action items within three (3) days of each meeting.
• Ensures that copies of all meeting minutes are filed appropriately, keeping all minutes together in a file for future reference.
• Prepares weekly purchase orders with supporting documents for the Fisheries Manager/Principal Negotiator
• Maintains and secures electronic and paper files, records, manuals and other documents as prescribed by the Fisheries
• Participates in relevant training and workshops identified by the Fisheries Manager/Principal Negotiator.
• 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 workplace; ensures that all established safety procedures are followed.
• Carries out other duties essential to the position as directed by the Fisheries Manager/Principal Negotiator.
• Minimal finances will be needed for monthly statements

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, taking and transcribing minutes and drafting correspondence.
• A Vulnerable Sector Criminal Record Check required as a condition of employment.

KNOWLEDGE, SKILLS, AND ABILITIES

• Sound knowledge of routine office practices, systems and procedures; and of the proper form of business letters and business English.
• Sound knowledge of word processing, spreadsheets, presentation and publisher using Microsoft Office.
• Sound knowledge of creating formal minutes, and professional documents or
• 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
• Ability to foster and maintain positive working relationships with colleagues and external
• 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.

OTHER FACTORS

Culture/Language

Respect for and working knowledge of the Tsawout culture is required.

Personal Attributes

The Administrative Assistant maintains strict confidentiality in performing their duties and demonstrates the following personal attributes: Respect, Empathy, Strength, Pride and Equality

Our Benefits package includes:

• Medical insurance
• Dental insurance
• Vision insurance
• Long-term disability insurance
• Life insurance

Apply now and join our team!