Operations Assistant

5 months ago

Kamloops, Canada Lii Michif Otipemisiwak Family and Community Services Society Full time

**Term**:Temporary Full-Time until March 31, 2028 (Subject to Funding Availability)

**Geographic Catchment Area**:Kamloops which is located within the unceded Secwépemcul'ecw and home of the Two Rivers Métis Society.

**Reports to**:LMO Office Manager and Kikékyelc Manager of Operations

**Hours of Work**: 35 Hours per Week

**Position Overview**:
The Operations Assistant plays an instrumental role in the overall successful operations of the Society. The duties of the Operations Assistant include, but are not limited to providing overall operations support, acts as the file clerk for all non-delegated files, and provides relief administrative support as needed.

**Duties and Responsibilities**:

- Responds to outside inquiries about services offered by the Society. Communicates with other community service agencies and/or ministries regarding client enrolment and attendance at programs and events.
- Collects, researches, organizes, and summarizes data from a variety of sources and produces reports for program reports, AGM reports and board reports.
- Creates posters/flyers/presentations for events and programs utilizing Microsoft Publisher and PowerPoint formats.
- Provides word processing, data input and typing support such as correspondence, meeting minutes, forms and client information; drafts routine correspondence such as thank you letters, client appointment letters and internal memoranda.
- Produces ad hoc reports from databases as required by the supervisor by identifying and organizing the required information, compiling data, designing format, and printing reports.
- Creates/organizes programming kits with table clothes, cutlery, and decorations needed for events and Elders' luncheons.
- Conducts daily checks on all fleet vehicles to ensure they are maintained in alliance with the Society Vehicle Use Policy
- Distributes transit tickets/passes and gift cards to clients as required and continuously tracks inventory and recipients using spreadsheets
- Assists in updating agency policy and procedure manuals as required
- Schedules maintenance related appointments for buildings and vehicles as required
- Provides technical support throughout the agency, including setting up devices and accounts for new employees, providing training and user support to staff in the use of computer software and hardware programs, and maintaining an inventory of computer/cellphone hardware, software, and accessories
- Assists with new hire onboarding as requested by Human Resources and/or the management team
- Maintains confidential client file system for all non-delegated support services, including Family Support, Early Childhood Development, Youth Support Services, Housing, and Child and Youth Mental Health
- Acts as a relief receptionist as required
- Other duties and responsibilities as required by the Office Manager

**Qualifications & Requirements**
- Grade 12, plus completion of a diploma in Office/Business Administration; a combination of education and work experience may be considered
- 3 years related experience in a fast-paced office environment
- Experience working in a non-profit organization
- Knowledge of Métis history, culture, and community
- Experience with Windows 10 or 11 Operating System and Microsoft Office Systems
- Valid Level 1 First Aid and CPR Certificate
- Completion of a Non-Violent Crisis Intervention Course
- Work experience within a non-profit organization an asset.
- Demonstrated ability to be creative, innovative, and highly organized.
- Demonstrated ability to work within a high paced, high energy and high stressed work environment.
- Demonstrated ability to remain calm, respectful and de-escalate challenging confrontations and situations.
- Demonstrated ability to manage multiple requests from multiple departments.
- Valid driver’s license and driving record required.
- Successful applicant must pass a criminal record review.
- As per Section 16 of the Federal Charter of Human Rights Act, preference will be given to applicants of Indigenous Ancestry

**Compensation**:

- Classification: Integrated Administrative Assistant 3 & Computer Technical Support Specialist (Grid 10), of the BCGEU Indigenous Services Collective Agreement with full benefits package following successful completion of three-month probation period.
- BCGEU Indigenous Service Employees are entitled to receive a retention bonus at the end of each fiscal year (until expiration of current collective agreement).
- LMO Employees receive an annual wellness stipend following a successful probation and have the ability to participate in an Earned Time Off Schedule.

**Covid-19 Policies**:

- As per current PHO orders regarding CLBC funded service providers, all employees of Lii Michif Otipemisiwak Family and Community Services are required to be fully vaccinated.

**Job Types**: Full-time, Fixed term contract
Contract length: 48 months

Pay: $25.95-$29.76 per hour

Expected hours: 35 per week

**Benefits**:

- Company

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