Trust Fund Administrative Assistant

**Job Description: Trust Fund Administrative Assistant**

Division: Trust

Reports to: Trust Fund Coordinator

Location: Regina

**Job Purpose**

To provide a professional level of administrative assistance and office management services that will contribute to the Trust Fund’s ability to fulfill their responsibilities and functions in an efficient and effective manner.

**Primary Duties and Responsibilities**

**1) Trust Fund**
- Attend Trust Fund meetings, take minutes and distribute minutes to committee members and management.
- Create meeting agenda packages in Adobe.
- Maintain filing system consisting of filing, creating new files and dead filing.
- Verify non-profit status for all sport, culture, and recreation groups.
- Process audit confirmations for sport, culture, and recreation groups.
- Process Trust Fund payments resulting from the Trust Coordinator vacations, sick days or other absenteeism.
- Create month end reports for accounting.
- Create and distribute funding letters as required.
- Coordinate meeting and special event as required.

**2) Community Grant Program (CGP)**
- Review and process CGP follow-ups.
- Create and distribute grant letters sent out to communities.
- Maintain filing system consisting of filing, creating new files and dead filing.
- Collect information and update materials for mailouts.
- Support the preparation of Community Funding Committee (CFC) meeting.
- Attend CFC meetings, take minutes and distribute minutes to committee members and management.
- Create meeting agenda package in Adobe.
- Ensure all grant information is entered into database.
- Create month end reports for accounting.
- Process CGP payments as required.

**3) Participating Non-Profit Community Groups** **(PNPCG) Program**
- Ensure PNPCG follow-up reports are sent out monthly.
- Review PNPCG follow-ups and verify non-profit status.
- Prepare electronic transfer (EFT) payments for PNPCG twice a month.
- Process all PNPCG allocation follow-ups.
- Process audit confirmations.
- Maintain filing system consisting of filing, creating new files and dead filing.
- Create month end reports for accounting.
- Coordinate and administer all aspects of the PNPCG program.

**4) Reception Support**
- Reception support as assigned resulting from lunch cover, vacations, sick days, or other absenteeism.
- Other administrative duties as assigned.

**Knowledge, Skills, and Abilities**
- Demonstrated knowledge and experience in the following areas:

- Knowledge of the provincial sport, culture and recreation delivery system is an asset.
- Experience in the non-profit sector is an asset.
- Demonstrated skills in the following areas:

- Communication - verbal, written, and interpersonal.
- Microsoft Word, Excel, PowerPoint, Adobe, and various databases; and
- Administration, organization, and time management with attention to detail.
- Demonstrated abilities in the following areas:

- Self-motivated and enthusiastic.
- Effectively manage a variety of tasks, and be able to adapt to unexpected interruptions and adjustments to priorities throughout the day; and
- Work with mínimal supervision and contribute to a team environment.

**Qualifications and Experience**
- Administration Certificate or Diploma, or similar education and/or training; and
- 2-4 years experience in an administrative role that demonstrates the ability to perform the duties required for this position.

**Working Conditions**
- Full time, permanent (37.5 hours per week).
- Overtime work may be necessary due to meeting support from time to time.

**To Apply**:
Please send a cover letter and resume detailing why you are interested and how your experience and skills make you a good fit for this position by **May 8, 2025,** to:
Pay: $38,688.00-$49,032.00 per year

**Benefits**:

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

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 2025-05-08