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Band Representative Administrative Assistant
Mississauga First Nation
Office & Administration
POSTED:
4 weeks ago
Employer:
Mississauga First Nation
ES Job ID:
4299
Closing Date:
September 20, 2023
Duration:
Full Time
,
Temporary
Job Description:
Position: Band Representative Administrative Assistant
Accountability: Social Services Director
Employment Status: Full-time (2 year) - Pending Funding
Hours of Work: 32 hours per week
Preferences: MFN Band Members
Circulation Level: Level I
The Band Representative Administrative Assistant will:
- Maintain a \"Critical Dates Report\" which lists all important dates for court purposes.
- Prepare, serve, and file necessary court documents as directed and under the supervision of the Social Services Director,
- Develop and implement a filing system and maintain all files under confidential restrictions.
- Prepare and modify documents including correspondence, expense claims, reports, drafts, memos, briefing notes, power points, timesheets, and emails.
- Create, input data, and maintain excel spreadsheets and/or a data base system as required.
- Assist in the preparation of reports for stakeholders i.e., Chief and Council, Community, Funding Sources.
- Organize Team meetings and Committee meetings by drafting and circulating notices and agendas. Arrange for room set-up, refreshments, and equipment, if required.
- Attend, participate, prepare, record, and distribute meeting minutes when required.
- Coordinate travel and accommodations.
- Maintain and manage the vehicles under the child and family services program.
- Create, update and/or make amendments to all relevant policies.
- Perform general office duties including answering incoming calls, providing general information on request, faxing, copying, scanning, distributing mail and other duties when needed.
- Ensure proper functioning of all office equipment, supplies and vehicles. Make appropriate arrangements for repairs and/or maintenance, order supplies as needed.
- Obtain price quotations from catalogues and/or suppliers and complete a purchase order and submit for authorization by appropriate personnel.
- Contact suppliers to resolve shortages, missed deliveries and/or other problems.
- Participate in supervisory meetings, performance appraisals and self-evaluation.
- Assist with orientation of new department staff, organize office space, and supplies as required in conjunction with Social Services Director and Band Representatives.
- Review monthly general ledger and recommend journal entries and transfers with the Social Services Director.
- Present monthly statements to Social Services Director.
- Upon approval, implement paperwork to finance department, monitor monthly telephone and office supply expenditures.
- Prepare and distribute monthly expenditure reports to program workers, Social Services Director, Band Representative Lead and Social Services Manager.
- Maintain current general ledger binder.
- Maintain audit book, file copies of all legal agreements audit book, participate in audit and drafting of annual budgets.
- Draft and submit annual work plan.
- Be committed to the development of an effective working relationship with First Nations, government agencies and organizations who are networking with Mississauga First Nation.
- Participate in proposing constructive changes within Band Representative Program that could be seen as improvements to the quality of the organization and its operations.
- In keeping with the Anishinabek values, balance outside interests and influences to not jeopardize professional credibility, judgement, or competency.
- Be available to work some evenings and/or weekends.
- Other related duties as assigned.
Accountability: Social Services Director
Employment Status: Full-time (2 year) - Pending Funding
Hours of Work: 32 hours per week
Preferences: MFN Band Members
Circulation Level: Level I
The Band Representative Administrative Assistant will:
- Maintain a \"Critical Dates Report\" which lists all important dates for court purposes.
- Prepare, serve, and file necessary court documents as directed and under the supervision of the Social Services Director,
- Develop and implement a filing system and maintain all files under confidential restrictions.
- Prepare and modify documents including correspondence, expense claims, reports, drafts, memos, briefing notes, power points, timesheets, and emails.
- Create, input data, and maintain excel spreadsheets and/or a data base system as required.
- Assist in the preparation of reports for stakeholders i.e., Chief and Council, Community, Funding Sources.
- Organize Team meetings and Committee meetings by drafting and circulating notices and agendas. Arrange for room set-up, refreshments, and equipment, if required.
- Attend, participate, prepare, record, and distribute meeting minutes when required.
- Coordinate travel and accommodations.
- Maintain and manage the vehicles under the child and family services program.
- Create, update and/or make amendments to all relevant policies.
- Perform general office duties including answering incoming calls, providing general information on request, faxing, copying, scanning, distributing mail and other duties when needed.
- Ensure proper functioning of all office equipment, supplies and vehicles. Make appropriate arrangements for repairs and/or maintenance, order supplies as needed.
- Obtain price quotations from catalogues and/or suppliers and complete a purchase order and submit for authorization by appropriate personnel.
- Contact suppliers to resolve shortages, missed deliveries and/or other problems.
- Participate in supervisory meetings, performance appraisals and self-evaluation.
- Assist with orientation of new department staff, organize office space, and supplies as required in conjunction with Social Services Director and Band Representatives.
- Review monthly general ledger and recommend journal entries and transfers with the Social Services Director.
- Present monthly statements to Social Services Director.
- Upon approval, implement paperwork to finance department, monitor monthly telephone and office supply expenditures.
- Prepare and distribute monthly expenditure reports to program workers, Social Services Director, Band Representative Lead and Social Services Manager.
- Maintain current general ledger binder.
- Maintain audit book, file copies of all legal agreements audit book, participate in audit and drafting of annual budgets.
- Draft and submit annual work plan.
- Be committed to the development of an effective working relationship with First Nations, government agencies and organizations who are networking with Mississauga First Nation.
- Participate in proposing constructive changes within Band Representative Program that could be seen as improvements to the quality of the organization and its operations.
- In keeping with the Anishinabek values, balance outside interests and influences to not jeopardize professional credibility, judgement, or competency.
- Be available to work some evenings and/or weekends.
- Other related duties as assigned.
Required Skills:
The Band Representative Administrative Assistant will possess the following education, experience, and skill qualifications:
- A College Diploma in a Health-related field and/or two (2) years clerical experience in health and social services or strong administrative background.
- Must possess current First Aid and CPR certificate.
- Driver's license, insurance and access to a vehicle required.
- Clear Vulnerable Sector Check (CPIC)
- Ability to work flexible hours.
- Knowledge of cultural practices and teachings.
- Must possess demonstrated Advanced Excel is requirement for this position.
- Knowledge of bookkeeping is essential for this position.
- A College Diploma in a Health-related field and/or two (2) years clerical experience in health and social services or strong administrative background.
- Must possess current First Aid and CPR certificate.
- Driver's license, insurance and access to a vehicle required.
- Clear Vulnerable Sector Check (CPIC)
- Ability to work flexible hours.
- Knowledge of cultural practices and teachings.
- Must possess demonstrated Advanced Excel is requirement for this position.
- Knowledge of bookkeeping is essential for this position.
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How to Apply:
TO APPLY: Customize your cover letter and resume to the duties, experience, expectations, and qualification listed on the job posting. If you are a member of MFN or of Indigenous descent, please include this information in your cover letter. We rely on the information you provide to us in your application during screening. Successful candidates who receive interviews must provide copies of their education qualifications and certifications at the time of interview. Please note that all interviews will be in person. If you would like a copy of the full job description and/or are interested in applying you may submit your covering letter, resume and three (3) work related references to:
Mississauga First Nation
P.O. Box 1299 Blind River, Ontario P0R1B0
Attention: Human Resources Department
Marked: CONFIDENTIAL
EMAIL: [email protected] FAX: 705-356-1740
Thank you to all applicants; however, only those selected for an interview will be contacted.
Mississauga First Nation
P.O. Box 1299 Blind River, Ontario P0R1B0
Attention: Human Resources Department
Marked: CONFIDENTIAL
EMAIL: [email protected] FAX: 705-356-1740
Thank you to all applicants; however, only those selected for an interview will be contacted.