Governance Administration Support

POSITION:                           GOVERNANCE ADMINISTRATION SUPPORT

HOUR OF WORK:                 FULL-TIME, PERMANENT

REPORTS TO:                      BAND MANAGER

WAGE:                                 $41.00 - $52.20/hour

PROGRAM

The Administration Department is responsible for the overall management of the operating, capital and financial affairs of the SȾÁUTW̱ First Nation (TFN), and for the direct management of the day-to-day operating, delivery and administration of the Nation’s policies and programs.

PURPOSE OF THE POSITION

To perform advanced level administrative services as they pertain to supporting Chief and Council (C&C) and the Band Manager in all aspects of their duties and facilitates the flow of information to same. The position monitors and updates the governance support framework and monitors compliance with requirements in the framework.

DUTIES AND RESPONSIBILITIES

• Completes a broad variety of administrative tasks that facilitate the Band Manager’s ability to effectively lead the Nation;
• Maintains C&C calendars, including prioritization, coordination and scheduling internal and external meetings, appointments, and conference calls. Assists to resolve time management/scheduling conflicts as required;
• Attends meetings on behalf of TFN and the Band Manager as required;
• Ensures that a master calendar of all C&C schedules is updated regularly;
• Coordinates C&C related community engagement sessions with the TFN Membership;
• Makes travel arrangements for C&C and the Band Manager including booking accommodations, venues, catering, registration requirements, travel advances, and processes and submits travel reimbursements;
• Fields information from drop in visitors and unexpected telephone calls to ascertain the nature of the visit/call and assess if an appointment should be scheduled or information just passed on to C&C or the Band Manager;
• Advises the Band Manager of time-sensitive issues, either by staff, by information received via email or via external inquiries, i.e., community members, community partners or service providers;
• Provides support to the Band Manager, such as writing, and editing emails, drafting memos, preparing communications, report writing and providing technical assistance, as required;
• Compiles and distributes meeting agendas and meeting packages prior to meetings based on C&C and Band Manager requirements;
• Coordinates and attends all C&C and TFN Membership meetings;
• May be require to take meeting minutes;
• Establishes and maintains a record of operational procedures manuals, and analyzes monthly reports;
• Monitors governance related business processes, ensures that the Governance Policy and support framework is maintained and adhered to;
• Collects, opens, coordinates, logs and distributes all C&C related mail, deliveries and correspondence;
• Prepares and/or assembles confidential documents, memorandum, reports, and letters such as Band Council Resolutions (BCR’s), briefing notes/reports, band meeting announcements, and other correspondence on behalf other C&C and the Band Manager;
• Performs research on a variety of C&C and other administrative related topics as required. Prepares researched information and makes presentations to C&C and/or the Band Manager for decision making purposes;
• Develops and maintains efficient electronic and physical filing systems, records storage and databases for C&C related to governance, projects and other C&C related activities
• Oversees contractor activities and ensures their compliance to agreed upon deliverables;
• Participates in relevant training and workshops identified by the Band Manager;               

• 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 Band 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 Band Manager.

KNOWLEDGE, SKILLS AND ABILITIES

• Thorough knowledge of routine office practices and of the proper form of business letters and business English;
• Advanced computer skills in Microsoft 365, Word, Excel, Outlook, PowerPoint etc. and data base programs;
• Advanced 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 establish and maintain respectful, cooperative and productive working relationships with a variety of individuals to complete work assignments;
• Ability to work independently with limited direction, act on own initiative, set own priorities and meet deadlines;
• Ability to apply good judgment to make decisions regarding administrative matters, determine appropriate course of action, solve problems and monitor/evaluate/update own work procedures;
• Ability to effectively communicate and respond to routine requests or inquiries from the TFN Membership and stakeholders;
• 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, exercising tact and courtesy at all times;
• 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 SȾÁUTW̱ culture is required.

Personal Attributes

The Governance Administration Support 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

Preference may be given to qualified individuals of First Nation Ancestry.

Apply now and join our team!