Office Manager

POSITION:                           OFFICE MANAGER

HOUR OF WORK:                  FULL-TIME, PERM., (35 hrs/week)

REPORTS TO:                       BAND MANAGER

WAGE:                                  $35.00 to $45.00/hour

PROGRAM

The Administration Department is responsible for the overall management of the operating, capital and financial affairs of the Tsawout 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

The Office Manager is responsible to organize, coordinate, and schedule functions and activities of the Administration office of TFN. The position provides administrative and clerical support to the Band Manager and the TFN departments.

DUTIES AND RESPONSIBILITIES

• Orders supplies for the office and ensures a consistent supply of inventory is available.
• Coordinates the processing of orders and receipt of all supply orders including delivering products to the appropriate departments.
• Maintain the inventory of stationary and ensure that all printer areas are tidy and properly stocked.
• With approval of the Band Manager, orders office furniture and oversees office set-ups and internal moves by scheduling staff accordingly, informing IT and updating staff listings with any changes to phone extensions.
• Oversees all aspects and responsibilities for the Administration receptionist role and provides backup when required.
• Oversees and coordination of internal meeting room booking/catering requests, answering in a timely manner with confirmation emails, scheduling the staff required for set up, take down and clean up.
• Oversees all aspects and coordination of external facility booking/catering requests, answering in a timely manner with confirmation emails, creating the contract agreement, receiving payment, scheduling the staff required for set up, and take down, and clean up.
• Oversees all aspects of issuing/returning keys and fobs for/from employees, utilizing Kantech and keeping up to date records, as well as contacting locksmiths for key cutting and/or repairs.
• Oversees all sign-out and sign-in of the Clickshare for meeting spaces; keeps the Clickshare in a safely locked space and only gives out when requested with a booking and sign out sheet has been signed.
• Ensures that all office printers are equipped with ink/toner and equipment is serviced on a regular basis and sending recycling of ink/toner to appropriate destinations.
• Monitor security cameras and report any concerns to the proper authorities/managers.
• Overseeing the ordering of name plates for offices, meeting rooms and various other locations.
• Communicates and responds to routine requests or inquiries via telephone, email or in-person.
• Plans and reviews administrative services duties to promote and maintain
• Liaisons with contractors (IT provider, Phone System, Security, VoIP, etc.) as required to forward issues as identified by managers.
• Specializes in various program and administrative disciplines including records management,       communications, organization and scheduling
• Assists with mail outs and processing debit/credit card transactions for activities such as special events or tax payments.
• 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 at all times.
• Presents a professional, confidential, 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 Band Manager.

EDUCATION AND EXPERIENCE

• Grade 12 graduation (Dogwood or BC Adult Graduation Diploma); and
• 3 years’ experience working with a First Nation organization in an administrative position; or
• An equivalent combination of education and experience;
• Post-secondary diploma or certificate/training in business or office administration required;
• Experience creating documents, spreadsheets, memos, messages etc. with Microsoft programs;
• Experience maintaining records, filing and correspondence tracking, coordinating meetings, and drafting correspondence;
• 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 presentations;
• 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.

OTHER FACTORS

Culture/Language

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

Personal Attributes

The Office Manager 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!