Administrative Assistant

4 weeks ago

St George's, Newfoundland and Labrador, Canada Qalipu First Nation Full time

Job Title: Administrative Assistant - Education & Training (full time, permanent)

Location of position: St. George's

Hours of Work: 35 hours per week, Monday to Friday

Salary: $34,000 per annum

Job Description and Responsibilities:

The Administrative Assistant will be responsible to provide administrative support to the Director of Education & Training and support to the Client Intake Officer during application deadlines. Duties include but are not limited to:

Provides the first point of contact for Band members seeking program support and services

Assist in the review of student files with the Client Intake Officer to ensure completion of applications

Assist with set-ups of new student files in Intact.

Inputting tombstone data of clients in the ARMS system

Maintains a comprehensive master list of individuals seeking services

Responds to public and membership inquires concerning application processes and outcomes as appropriate

Answer general phone inquiries using a professional and courteous manner and direct phone inquiries to the appropriate staff members

Reply to general information request with the accurate information

Greet clients/suppliers/visitors to the organization in a professional and friendly manner

Use of word processing, spreadsheets and database software to prepare reports, memos and documents

Sort incoming inquiries mail, faxes and courier deliveries for distribution and prepare and send outgoing faxes, mail, and courier parcels

Organize and maintain an adequate supply of office supplies for the department by creating office supply orders when necessary

Code and file material according to the established procedures

Update and ensure the accuracy of the organization's databases

Make travel, meeting and other arrangements for the Director and staff as required

Coordinate the maintenance of the department's office equipment

Check the Band's website to ensure that the department's information is up to date

Record and prepare minutes for standing committee and other formal meetings

Perform other related duties as required

Qualifications:

Education: Completion of a post-secondary education in Office Administration, Business Administration, or another related field.

Experience: 2-3 years of experience working in a client/customer-based environment. Experience working with client files and data management systems would be an asset.

The successful applicants will demonstrate strong analytical capabilities, effective writing skills and demonstrate strong interpersonal and communication abilities. Knowledge of word processing, databases, and spreadsheets, with proficiency in the operation of computers, voice messaging systems and other office equipment is required.

Working Conditions: This position is office based. The duties are predominantly met during regular business hours. Some overtime work and travel may be required at specific times throughout the year.

Employee Benefits:

Annual Leave: FT employees - Three weeks per year.

Statutory and Non-Statutory Holidays: Employees are entitled to 13 days off to cover Statutory and Non-statutory holidays per year.

Summer Office Hours: Office hours during the summer months are from 8:30 am to 4:00 pm Monday to Thursday, Friday 8:30 am to 12:30 pm. The schedule starts the first long weekend in May and continues until the last week of September.

Christmas Break: the office closes down during the Christmas break, this is an added bonus that employees are entitled to.

FT Employee Benefits: Option to enrol in C of C - Employee Benefits Plan.

Registered Pension Plan: QFN has a pension plan, FT employees contribute from 4 to 7%, employee contributions are matched by the Band.

FT Sick and Family Medical: Full Time Employees are entitled to 12 paid sick and family medical days per year.

Under 2 hours Medical Appointment: Employees may attend an appointment of less than 2 hours with no deductions to Sick and Family Medical.

Discretionary Bereavement: One day off per year for the death of a relative not included as immediate family, a close friend or neighbour.

Volunteer Program: Employees may volunteer outside of the organization up to 21 hours per year.

Apply: If you are interested in this position, please apply online to: with subject line "ET Office Admin", resume, covering letter and three professional references. Submissions are to be addressed to:

Mrs. Janet McAuley, Human Resources Manager

Qalipu Mi'kmaq First Nation

3 Church Street
Corner Brook, NL A2H 2Z4

Deadline for receipt of submission: Friday, August 30, 2024, at 4:00 P.M.

Please note: The successful applicant will be required to provide a Criminal Records Check and a Vulnerable Sector Query.

QFN is an equal opportunity employer, in situations where candidates have equal credentials, preference will be given to aboriginal candidates. If you are a member of Qalipu First Nation please indicate it in your cover letter.

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