Administrative Assistant - Education Department

Haisla Nation Council Has An Immediate Opening For

Administrative Assistant - Education Department

Department

Education

Job Overview/Purpose

The purpose of the Administrative Assistant position is to act as support to the Director of Education; providing administration and operations support to ensure the smooth operation of the department by completing task as assigned. This could involve the cross training of different positions within the education department such as Receptionist, COL, and Records Management. The Administrative Assistant will work and manage tasks in a friendly and competent manner providing on time delivery of tasks within their scope of assignment to maintain efficiency and effectiveness concerning the day-to-day office and operations management.

Duties

• Keeping track of departmental travel and report when required ‘Who is Travelling”;
• Communicating with clients, visitors and community members;
• Using existing HNC communications networks in order to provide information on enquiries;
• Assist with keeping the front reception area, kitchen area, photo copy area and general Director of Education area clean and tidy, and presentable.
• Assisting with the completing of forms and documentation for HNC programs and services as requested;
• Assisting visitors through knowledge of community resources and locating resources;
• Assist with arranging the pick-up and delivery for paper shredding and other office supplies;
• Ensuring all office equipment is in good working order and arranging for maintenance and repairs as required;
• Performing special assignments, as required;
• Assist with maintaining the Attendance Register and Leave Forms, with assistance from Human Resources;
• Providing receptionist, Community Liaison, Records Management coverage as well as secretarial and administrative assistance to the Director of Education or assigned designee;
• Providing special administrative and/or clerical support as required;
• Assisting with organizing of staff meetings and special events;
• Assist with maintaining adequate supply of office materials, ordering supplies, arranging deliveries;
• Arranging, as needed, the travel and accommodations for departments;
• Providing efficient administrative support for outgoing correspondence, delivery, receipt recording and distribution;

Qualifications

• Experience working with Directors, Councils, Aboriginal associations, Federal and/or Provincial government agencies;
• Three (3) years of experience in Reception, Records Management, administration, and clerical work;
• A Post-Secondary Administration Certificate or Diploma is an asset. A combination of relevant education and/or experience may also be deemed acceptable.
• The position requires a Secondary School Certificate, or equivalent;
• Experience supporting Council for municipal organizations;
• Experience working in a business, social policy or a related field in Canada’s First Nations;

Key Accountabilities/Key Results

• Planning, prioritizing, organizing and scheduling work tasks – multi-tasking;
• Ability to work in a politically sensitive environment;
• General knowledge of development projects in HNC Territory;
• Assesses work to ensure the work is complete, quality and accuracy;
• Comprehensive understanding of the vision and principles that guide HNC.
• Knowledge of the programs and services offered by the HNC;
• Ability to manage complex and potentially contentious issues while having to complete tasks;
• Strong computer skills, Microsoft Office;
• Sensitivity to First Nation issues;
• Scheduling time-off in advance and according to the policies;
• Motivated, Self-starter;
• Comfortable working both alone and in a team environment;
• Excellent interpersonal skills, ability to understand and converse with people;
• Awareness of the political, social and economic environment of HNC in general;
• Demonstrated ability to communicate in English;
• Ability to manage time and resources to ensure job/task completion;
• Courtesy, Respectfulness, Mannerly;
• Punctuality, Attendance
• Oral and written communications skills;
• Demonstrated ability to serve as a knowledgeable and trusted resource to Director of Education and others as assigned;

Closing Date: May 1, 2023 at 3pm

While we sincerely appreciate all applications, only those candidates selected for an interview will be contacted.