Housing, Administrative Specialist

Batchewana First Nation

Office & Administration

POSTED: 6 days ago

Batchewana First Nation

16335

March 28, 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 northeastern 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.

Why BFN?
Developing diverse and unique partnerships, Batchewana is an ambitious First Nation with an entrepreneurial spirit. BFN is seeking employees that can compliment their thriving professional landscape while continuing to promote Indigenous culture and their long history of protecting and upholding inherent obligations. Guided by the 7 Grandfather Teachings, Batchewana First Nation is seeking driven individuals who can work together to uphold self-determination efforts of the Anishinaabe Peoples and communities. Keeping in mind the wisdom of our Elders, and the future for our youth, BFN encourages employees to continue to create a path forward in building our Nations as strong, healthy Peoples respectful of ourselves, each other, and all creation.

How We Operate
Batchewana First Nation is Governed by an elected Chief and Council and operates under a Senior Management team comprised of Program Directors and the Chief Executive Officer. Both Political and Administrative leadership value the efforts and hard work of the BFN workforce and foster an environment of collaboration and respect.

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

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

- 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