Administrative Assistant

**Are you the go-to person for keeping things organized and running smoothly?** If your friends and family think of you as the ultimate multitasker, we want you on our team

We're on the lookout for a superstar** Administrative Assistant** to join our dynamic Housing, Infrastructure, and Public Works (HIP) departments. In this role, you'll be the backbone of our operations, ensuring everything from file maintenance to office supplies is in tip-top shape. You'll handle routine correspondence, organize meetings, create agendas, take minutes, and process invoices and warranty claims like a pro.

As the friendly face of our department, your stellar customer service skills will shine as you manage inquiries and provide information. Reporting directly to the HIP Manager, you'll support all three functions of the department and lend a hand to the Lands department when needed.

**What You'll Do**:

- Receive and process service requests from members, ensuring they are included in the maintenance tracker or forwarding them to the appropriate personnel.
- Track and facilitate all warranties on housing appliances and other programs.
- Organize and maintain department records and files, ensuring confidentiality and accuracy.
- Respond to inquiries, concerns, and complaints from the Katzie Community.
- Prepare agendas, organize meeting logistics, set up and clean up meeting spaces.
- Record and distribute meeting minutes, track action items, and ensure timely follow-up with responsible parties.
- Create departmental flyers for the weekly community newsletter and other communications as required.
- Perform a variety of standard clerical tasks, including maintaining files (both hard copy and electronic), distributing internal mail, photocopying, and binding reports.
- Prepare POs and track invoices in the departmental invoice tracking system.
- Assist in preparing and sending routine correspondence.
- Book and coordinate departmental events training, workshops, and community engagement sessions along with meetings with Katzie members as required.
- Ensure an adequate supply of office materials is held in stock and coordinate requests for specialized office materials.
- Support the procurement of ad hoc resources, materials, and supplies.
- Maintain KFN hunting truck rental bookings and process invoices to contractors.
- Arrange travel for departmental personnel as requested.
- Assist in providing emergency services as needed, with duties that may differ from regular responsibilities.
- Act as receptionist, answering telephone and counter inquiries, providing routine information, or redirecting inquiries as appropriate.
- Provide administrative support to Lands staff when requested.

**What you bring to Katzie**:

- Knowledge gained through coursework in administration or a related field, or one year of relevant, progressive work experience. An equivalent combination of education, work, or comparable lived experience will be considered.
- Ability to work with high confidentiality and superior attention to detail.
- Excellent computer skills with considerable knowledge of Microsoft Office, Canva, and Publisher.
- Well-developed communication skills, both oral and written.
- Strong interpersonal skills and the ability to work within a diverse team.
- Ability to deliver exceptional customer service by dealing courteously and tactfully with members, other employees, contractors, and the public.
- Excellent knowledge of general office procedures and best practices.
- Excellent problem-solving skills and demonstrated ability to work both independently and as a team member to achieve desired results.
- Exceptional organizational, time management, and prioritization skills.
- Flexibility and the ability to adapt to rapidly changing work priorities, ensuring tasks are prioritized and completed on time.
- Demonstrated genuine respect for Katzie First Nations culture and protocols.
- Experience working with First Nations communities is an asset.
- Basic First Aid Certification.
- Valid Class 5 Driver’s License and clean driver’s abstract are assets.

**What We Offer**:

- Health and dental coverage
- Health spending account
- EAP
- On-site Medical Services
- Long-term disability benefits
- Paid vacation
- Paid winter office closure
- Pension plan with an employer contribution
- Paid sick day coverage
- Family responsibility days
- Community events
- Cultural learning opportunities