Administrative Assistant

2 weeks ago

Kelowna, Canada Westbank First Nation Full time

Located within the traditional unceded territory of the syilx people, Westbank First Nation is a progressive and prosperous self-governing First Nation. The Okanagan Valley truly has it all, including a great climate, stunning scenery, world-class ski resorts, golf courses, wineries and beaches._
- Westbank First Nation values diversity and we are committed to creating a healthy, strong and vibrant community through programs and services that promote physical, mental, emotional and spiritual well-being and healing. Come join our team and become part of an innovative and rewarding place to work._

***

Reporting to the Supervisor Frontlines, the Administrative Assistant is responsible for the delivery of daily administrative tasks including, but not limited to: greeting visitors and callers; routing and resolving information requests; preparing correspondence; and assisting the central cashier with financial services; and other responsibilities in support of Westbank First Nation (WFN) Departments and as requested by the Supervisor Frontlines.

**EDUCATION/EXPERIENCE**
- Post-secondary education in administrative assistant or related field
- 1-year experience in an office setting
- Good knowledge of Microsoft office and excel
- Previous work experience with office equipment such as photocopiers, postage meters, and multiline switchboards (prefer a minimum of 5 lines)
- Experience working with indigenous communities/people considered and asset
- Equivalent combination of education, training and experience may be considered

**REQUIREMENTS**
- Criminal Record Check with results acceptable to WFN
- Valid BC Driver Licence with an acceptable driver abstract
- Must be flexible, able to cover opening and closing procedures
- Reliable source of transportation to complete post office deliveries
- Maintains a high level of confidentiality and uses discretion on all matters relating to the affairs of the Westbank First Nation.

**JOB DUTIES/RESPONSIBILTIES**
- Assists in the preparation of all newsletters, community deliveries, and mailouts
- Responsible for providing support to the Residential Premises Administrator by ensuring the established Frontline Residential Premises Process is followed
- Provides general administrative assistance to all WFN departments including:

- Operates the reception switchboard, directing clients and phone calls, and arranging couriers
- Ensures kitchen supplies are stocked on all floors at the Lindley Building
- Supports with photocopying, sorting, filing, and binding
- Maintains WFN mailbox
- Operates office equipment such as copier, binding machine, and postage meter (operation, maintenance, and service)
- Completes opening and closing procedures for the Lindley Building
- Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
- Supports the Supervisor Frontlines with training of new staff
- Upholds a neat and welcoming workspace, including the lobby and kitchen areas
- Delivers mailouts to post-office
- Provides backup support to the Central Cashier as needed and directed by the Supervisor, Frontlines
- Performs all duties and responsibilities in accordance with the Westbank First Nation policies, standards, and procedures and as directed by the Supervisor Frontlines.

**KNOWLEDGE/SKILLS/ABILITIES**
- Demonstrates strong administrative skills and has the ability to set priorities and multi-task in a fast-paced environment
- Excellent customer service and interpersonal skills
- Demonstrates a high level of customer service and displays a positive demeanor
- Intermediate ability in Microsoft Word, Outlook, Excel, and Publisher; moderate ability working with Adobe forms
- Excellent written and verbal communication skills
- Proven conflict management skills
- Strong organizational skills, capacity to work under pressure and meets deadlines
- Ability to plan and organize a variety of events and functions
- Knowledge of WFN programs and services
- Ability to work well as a team and show initiative

The minimum starting salary for this position is $44,528

**This opportunity will close at midnight on Sunday, April 14, 2024

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