Administrative Assistant

2 weeks ago

Vernon, British Columbia, Canada Okanagan Indian Band Full time
Administrative Assistant - Public Works & Housing

KwU KwLIW̓T L̓ NQMAPLQS | WE LIVE AT HEAD OF THE LAKE

Located within the unceded territory of the syilx people, the Okanagan Indian Band is comprised of six reserves located in the North Okanagan.

Come join the OKIB Team and enjoy all that the beautiful Okanagan Valley has to offer, including a great climate, stunning scenery, world-class ski resorts, golf courses, wineries and beaches.

The OKIB offers a welcoming team environment and a rewarding job experience. You can expect a supportive work environment and a total compensation package which includes:

  • 3 Weeks' Vacation Pay
  • Extended Health and Dental Benefits
  • Employer Matched Pension Plan
  • 15 Statutory Holidays
  • Paid Winter Holiday Break
  • Cultural Leave
  • Discounted Silver Star lift passes
  • Retention Bonuses after years of service
  • 15 Paid Sick Days
  • Paid Personal Leave
  • Employee Assistance Program
  • Professional Development Opportunities

Job Summary:

The Administrative Assistant is responsible for providing support to the Director of Public Works and Housing and general support to the Division staff. Coordination of meetings and events as well as preparation of reports and information packages will be required. The Administrative Assistant will conduct research to assist in collecting documentation for briefing notes and committee meetings. They will assist in the preparation of department wide communications.

Key Responsibilities:

  • Provide office support services such as filing, data entry, supplies management, purchase order tracking and financial reporting
  • Maintain the Director's schedule including travel
  • Maintain general filing system including filing all correspondence
  • Assist in the planning, communication and preparation of meetings and conferences; including of meeting agendas and kits, facility rental bookings, travel arrangements and conference telephone calls
  • Taking minutes and recording of meetings; drafting and distribution of minutes
  • Research relevant information on various topics as requested
  • Respond to public inquiries
  • Manage travel arrangements for Director of Public Works and Housing
  • Liaise with other OKIB staff and membership
  • Type confidential documents on a word processing system
  • Participate in community events as requested

Administrative Duties:

  • Assist the Director in special projects or events as requested
  • Create and maintain contact records using Excel and or other database management tools
  • Provide administrative services such as record keeping, data management and research for the department
  • Provides information and communication for the OKIB website to the Communications and Special Projects Coordinator
  • Attend meetings when required
  • Perform all duties and responsibilities in accordance with the OKIB policies and procedures
  • Perform other duties as required

Requirements:

  • Office Administration Certificate, Business Administration Diploma or relevant education
  • Intermediate experience with Microsoft Office programs; Excel, Word and Outlook
  • An equivalent combination of education and experience may be considered
  • Valid BC Driver's licence, Class 5 and reliable vehicle

Desirable Qualifications:

  • 2-5 years working in an administrative support capacity
  • Financial Analysis, Bookkeeping, Creating Spreadsheets
  • Experience working with confidential information
  • Experience working with First Nations communities

Competencies:

  • Intermediate level ability with Microsoft Suite
  • Excellent time management and organizational skills
  • Effective verbal and written communication
  • Ability to work with frequent interruptions and with changing priorities
  • Ability to work collaboratively in a team environment
  • Ability to exercise sound judgement and diplomacy
  • Self-motivated and engaged
  • Exceptional interpersonal skills
  • Ability to engage with varied personalities and adapt approach accordingly
  • Ability to maintain confidentiality

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