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Inter-government Affairs and Referrals Assistant

1 month ago

Agassiz, Canada Seabird Island Band Full time

***

Seabird Island is committed to efficient management of referrals to support community development and engagement. We are dedicated to creating a culturally safe and inclusive environment that respects and values First Nations knowledge, traditions, and ways of being. We are seeking an Inter-Government Affairs and Referrals Assistant to join our team, working collaboratively to meet the administrative needs of the Inter-governmental affairs department.

Under the direction of the Director of Inter-Governmental Affairs, the Inter-Government Affairs and Referrals Assistant provides administrative support for managing incoming referrals addressed to Seabird Island Band. This role involves receiving, recording, and tracking referrals. The Referrals Clerk will also help maintain filing systems, and support communication with the Referrals team. The Inter-Government Affairs and Referrals Assistant will engage in administrative and community support activities, ensuring accurate documentation and effective collaboration to meet the needs of the community and the department. In addition to the role within the Referral Division, the Assistant will also assist the Director, Executive Assistant and Inter-Government Affairs team when required and time allows.

**Work that matters**

Sq'éwqel (Seabird Island Band) is located 1 kilometer from Agassiz, BC on the beautiful Fraser River, 120 km east of Vancouver. We are dedicated to fostering a vibrant and resilient community. Our work spans a diverse range of services including housing, education, health, wellness, early childhood development, community infrastructure, and cultural vitalization. By joining our team, you will be part of an organization that values First Nations knowledge, promotes self-advocacy, and strives to create a holistic and culturally safe environment for all community members.

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

**We’re hiring**| **Facebook** **|** **LinkedIn** **|** **For Our Culture**

**Benefits and 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**

**Referrals Division**:

- Promptly review and acknowledge the receipt of each incoming referral from external stakeholders. Ensure acknowledgments are accurate, professional, and sent in a timely manner to establish clear communication.
- Provide initial responses to referrals as required. Determine whether referrals should be handled directly or forwarded to the appropriate team member or department for further action.
- Accurately input referral data into the designated database, ensuring all relevant details are captured. Regularly update and maintain the database to ensure the information remains current and organized.
- Organize referrals into specific categories for easier tracking and analysis. Compile demographic reports based on referral data, providing insights into trends and patterns to support decision-making.
- Coordinate and schedule review appointments for referrals, ensuring all stakeholders are informed of dates and times. Use calendar tools to manage appointments and prevent scheduling conflicts.
- Maintain an organized filing system, both physical and digital, for all referral-related documentation. Ensure that records are accessible, up to date, and securely stored in compliance with privacy regulations.
- Attend departmental and committee meetings as required. Take detailed notes or minutes during these meetings and distribute them to relevant individuals or groups promptly.
- Facilitate effective communication with the Referrals Committee by providing updates on referral tracking and responding to committee inquiries. Assist with preparing materials or reports for committee meetings.
- Work closely with the Lands Department to align referral processes with departmental goals. Foster teamwork and provide support to ensure seamless coordination between departments.

**Additional Duties - Inter-Government Affairs Department**
- Assisting Team members with forms and procedure regarding ordering, travel arrangements, price sourcing and accounting.
- Attending team meetings and preparing/assisting with meeting minutes, letter, briefing reports and/or funding reporting.
- Assist with incoming capacity funding, monitor balances and ensure it is passed on to the Finance Department.

**Other Duties**
- Additional responsibilities as needed to support the community and uphold our shared values.

**WHAT YOU BRING**

**Qualifications**
- Formal education or training in Business administration, Office administration or a related field. Other forms of post-secondary education and training, including teachings from Elders and Knowled