Housing Administrative Specialist

Batchewana First Nation

Office & Administration, Social Services

POSTED: 3 days ago

Batchewana First Nation

16171

January 24, 2025

22.85

Temporary

Housing, Administrative Specialist
One Year Contract
Batchewana First Nation
Range: $22.85- $25.50

Who We Are
The Ojibways of Batchewana First Nation (BFN) are a progressive and vibrant Indigenous community situated on the north-eastern
shore of Lake Superior adjacent to the City of Sault Ste Marie, Ontario. The First Nation Is comprised of four land bases: Rankin, Goulais
Bay, Obadjiwon, and Whitefish Island.

Batchewana First Nation has the charm of small-town life with access to urban areas and proximity to the international bridge. As part
of the Association of Iroquois and Allied Indians and signatories to the Robinson Huron Treaty, Batchewana First Nation assert their
sovereignty, jurisdiction, and expressions of nationhood through a multitude of approaches each and everyday.

Position Summary
Reporting to the Director, Housing, the Administrative Specialist is responsible for ensuring that records, data, contracts and the like are
maintained, up to date and accessible in order to enable the department to meet requirements for clients, as well as for reporting and
co-ordination with other internal/external stakeholders and departments. The incumbent provides general administrative support
within the department, organizing activities, answering questions and ensuring that matters are resolved or escalated to promote a
high level of service to the Community.

Key Duties & Responsibilities
- Creates and maintains and streamlines processes and systems to manage and access data and information in order to ensure that
records are accessible, up to date and organized. Accomplishes this through duties such as creating checklists to support processes,
setting up physical and electronic filing systems/databases, developing templates and communicating/auditing requirements of
team members.
- Supports team members through duties that include triaging phone and electronic inquiries, providing basic information to
Community members, escalating emergencies and passing along inquiries to the appropriate person.
- Drafts edits and prepares various operating documents such as funding applications, notices, agreements, memos, forms and
invoices in order to ensure procedures are followed and communication within the department is enhanced.
- Ensures processes that extend to other departments such as transfer of Certificates of Possession are completed and recorded by
performing duties that include tracking matters in progress, creating logs of activities, following up with representatives in other
departments and reporting on status to the Housing Director, flagging any matters that require resolution.
- Ensures that events, meetings (including Housing Authority Board meetings) and information sessions are planned, scheduled and
prepared for. Accomplishes this through actions such as consultation with department leads, sending invitations for meetings,
preparing reports, presentations and other documents and booking venues/making arrangements.
- Prepares and standardizes information packages such as loan document packages in order to ensure consistency in communication
and adherence to requirements for fundamental department functions.
- Liaises with external stakeholders such as the North Shore Tribal council to support completion of inspections and reporting and
service providers such as Algoma Power and PUC to set up accounts and resolve any inquiries.
- Ensures records are up to date and accurate by performing duties that include data entry, updating the Housing inventory data base,
maintaining tenant listings, overseeing file management, following up with team members and continually finding ways to improve
and streamline processes and procedures.
- Provides updates, information and materials for the BFN website and newsletter through duties such as identifying key messaging in
consultation with other department staff, drafting brochures and flyers and maintaining awareness of timelines and cutoffs and
working to coordinate requirements in alignment with programs and services.
- Other related duties as assigned

QUALIFICATIONS & EXPERIENCE:
- Diploma in Office Administration or related field
- Minimum three years related experience in an office environment
- Experience working within a First Nations or similar environment

KNOWLEDGE, SKILLS & ABILITIES:
- Able to act with high degree of confidentiality, professionalism and accuracy
- MS office 365 proficiency - Word, PPT, Excel, Outlook, Teams, Zoom, OneDrive
- Knowledge and proficiency with data management
- Advanced organizational skills with the ability to handle multiple assignments
- Demonstrated ability to create effective information management processes
- Strong communication skills, both oral and written
- Strong process improvement abilities
- Collaborative team player
- Demonstrated initiative and problem-solving skills
- Ability to build good relationships with a sense of humour
- Methodical, tenacious and can-do attitude

CONDITIONS OF EMPLOYMENT
- Favorable Canadian Police Information Check (CPIC) with Vulnerable Sector Check
- Valid G Driver's License and/or access to a reliable vehicle