Band Representative Administrative Assistant

Mississauga First Nation

Office & Administration

POSTED: 2 days ago

Mississauga First Nation

5066

October 25, 2024

44628

Full Time

Position: Band Representative Administrative Assistant
Accountability: Social Services Director
Salary: $44, 628 - $50, 702
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.

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.