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Administrative Assistant

3 months ago

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

**Position**: Administrative Assistant

**Term: U**ntil March 31, 2026 (with possibility for extension).

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

**Reports to**:Office Manager

**Hours of Operation**:Monday to Friday from 8:30am-4:30pm.

**Position Overview**:
The Administrative Assistant plays an instrumental role in the overall successful operations of the Society. The duties of the Administrative Assistant include, but are not limited to receptionist, greeting clients and guests, contributing to, and maintaining a culturally safe and trauma informed office environment, acting as the relief Delegated Services Program Assistant/File Clerk as needed, maintaining confidential file systems, and other administrative support as required by our Michif Child and Family Services Team.

**General Duties and Responsibilities**:

- Answers phones, greet clients/visitors and manages front lobby and related activities.
- Screens incoming child protection related calls and transfers to the appropriate social worker and/or provides them the number for Centralized Screening
- Contributes to and maintains a culturally safe and trauma informed office environment and ensures meeting spaces are well organized and maintained.
- 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 such as program reports, AGM reports and board reports.
- Maintains confidential client caseloads and filing system.
- Creates posters/flyers/presentations for events and programs utilizing Microsoft Publisher and PowerPoint formats.
- Maintains the Society’s distribution list and distributes materials as requested by the Office Manager or Executive Director.
- Maintains and updates agency website and social media accounts.
- Provides General IT support to staff.
- Drafts routine correspondence such as thank you letters, client appointment letters and internal memoranda.
- Acts as the relief Delegated Services Program Assistant as required, including filing delated correspondence, verifying ICM to-do-lists, etc.
- Other job-related duties as requested by the Office Manager/Executive Director

**Qualifications & Requirements**
- Completion of a diploma in office administration or minimum of five years equivalent experience.
- Five years related experience in a fast-paced environment.
- Extensive knowledge of Microsoft Office Applications
- Experience with Windows 10 Operating System an asset
- Work experience within a non-profit organization an asset.
- Knowledge of Métis history, culture and community 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 vehicle 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 Aboriginal Ancestry

**Compensation**:

- Classification: Administrative Assistant 3 (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.

**MAARSII**

**Job Types**: Full-time, Fixed term contract
Contract length: 21 months

Pay: $25.95-$29.76 per hour

Expected hours: 35 per week

**Benefits**:

- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care
- Wellness program

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Supplemental pay types:

- Retention bonus

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 2 years (preferred)
- Administrative experience: 5 years (preferred)

Work Location: In person

Application deadline: 2024-06-26