Housing Program Administrative Assistant

3 days ago

Agassiz, Canada Seabird Island Band Full time

***

**SUCCESS PROFILE**

What does it take to be successful working at Seabird Island? Check out the top traits we’re looking for and see if you have the right mix.
- **Customer Service**: Provides consistent, professional, and welcoming customer service to client, members and staff.
- **Organized**: Ability to process and organize electronic and paper documentation and information.
- **Personable**: A collaborative attitude, participating in the planning, developing, extending services, and promoting effective strategies to encourage a positive Health Centre environment
- **Communicator**: Excellent verbal, written, and listening skills and proven ability to adjust style for various audiences.
- **Multitasker**: The ability to balance competing priorities, meet deadlines, and to work under pressure with mínimal supervision.

PRE-SCREENING ASSESSMENT
- Submit your resume and complete our Prevue Assessment simultaneously. The assessment is an integral part of our evaluation process.
- Allow yourself a minimum of 35-40 minutes to complete the assessment.**WORK THAT MATTERS**
Do you enjoy working as part of a team and are able to deliver individual results. You thrive in an environment, which allows you to make a high impact towards the future of a First Nations Community.

We are located 1 kilometer from Agassiz, BC on the beautiful Fraser River, 120 km east of Vancouver.

**We’re hiring**| Facebook | LinkedIn

**BENEFITS & PERKS**
- Extended health and dental benefits,
- Accrued vacation and sick time,
- Pension plan with matching employer contributions,
- Access to internal training programs, professional development and skill enhancement,
- Collaboration with an interdisciplinary team,
- Equitable hourly rates
- Casual dress code

**WHAT YOU'LL DO**
- Answer the main Housing Program phone and answer inquiries, questions and concerns regarding the Housing Program and its services.
- Log all incoming correspondence and ensures it is delivered to the proper employee for follow up and completion in a timely manner.
- Assist in the collection of housing arrears.
- Assist with coding of work orders and invoices and ensuring the accuracy of coding.
- Complete cross referencing of personnel time tracking per housing activity with applicable coding.
- Assist with ensuring that all Housing assets are safeguarded by means of the necessary control systems.
- Request or create Purchase Orders for supplies, equipment and manpower needed based on review of work orders. Ensure accuracy.
- Track Purchase Orders and follow-up with Finance/Accounts Payables on open PO’s. Close PO files once complete.
- Receive, maintain and code all Housing invoices received from vendors. Submit to AP after authorization and track payments.
- Responsible for the creation and maintenance of all Housing databases, electronic and physical filing systems. Ensure that files are archived as required. Maintain professional and accurate client service records.
- Develop clerical templates where possible and keep an on-going inventory.
- Provide excellent customer service to community members, vendors, contractors, and to all SI employees. Assist clients to identify available resources and alternative means of support.
- Receive and respond to client complaints in a professional/respectful and prompt manner.
- Log and track all verbal and written Housing related grievances.
- Respect Band members’ rights and entitlements, by providing services fairly, respectfully, equitably and unbiased, according to Band policies and Administrative Standard Operating Procedures.
- Provide services in a culturally sensitive manner and ensure that all confidential information is maintained.
- Assist in the preventative maintenance scheduling of all Housing tools and equipment.
- Provide general administrative and clerical support for routine office tasks.
- Assist in completing program forms promptly and professionally.
- Book rooms, plan meetings, arrange catering, and other event planning duties. Coordinate the Housing Program Manager’s schedule and travel arrangements as required.
- Draft meetings minutes, distribute and file as required.
- Printing, copying, and sorting meeting packages as required.
- Other duties or responsibilities as assigned by your supervisor.

**WHAT YOU BRING**

**Education**
- High school diploma, GED or other equivalent; post-secondary certificate or diploma in Business Administration is preferred.
- Business Administration Certificate; Secretarial/Office Assistant Certificate; Administration/Clerical Diploma/Degree, or related educational training is considered an asset

**Experience**
- 2-3 years of demonstrated clerical experience.
- Knowledge of Building Operations would be considered an asset. Ability to understand annual contracts.
- Experience taking and/or transcribing meeting minutes.
- Excellent time management and multi-tasking skills.
- Highly organized, and customer service oriented.
- Ability to work as part of

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