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Office Administration Supervisor

2 weeks ago

Tsawwassen, Canada Tsawwassen First Nation Full time

**EMPLOYMENT OPPORTUNITY**

**Office Administration Supervisor - Full Time Regular**
- Tsawwassen First Nation (TFN) is a proud Coast Salish nation with our land base situated in Tsawwassen, B.C. In 2009, the Tsawwassen First Nation Final Agreement came into effect - this treaty was the first modern urban treaty in BC and the first treaty to be successfully negotiated through the BC Treaty Commission process.
Tsawwassen First Nation also became a full member of Metro Vancouver, the first First Nation to do so. We are now going through a period of revival and renewal as we plan our future and seek opportunities to sustain our growth physically, economically and culturally, for present and future generations.

**Working Relationships**
- Reporting to the Director of Corporate Services and based out of the administration building, the Office Administration Supervisor works cooperatively with staff and Management, and interacts primarily with all staff and also with TFN Community Members, Chief and Executive Council, representatives of other governments, leaseholders, contractors, and other business partners.
This role will have four roles reporting to it including the Executive Assistant to the Chief, Executive Assistant to the CAO, the Corporate Governance Clerk, and the Office Assistant. There may be changes to the reporting structure as operational needs progress.

**Specific Responsibilities**
- Provide general support to visitors in a professional and friendly manner
- Manage inventory of office, kitchen and snack supplies
- Manage relationships with Members, staff, service providers and vendors
- Provide executive assistance to the Chief as required
- Track expenses on the corporate credit card and provide receipts and any supporting documentation to Finance team
- Receive and sort incoming and outgoing mail and courier deliveries
- Coordinate admin building meetings and conference room bookings
- Liaise with leadership to handle requests and queries
- Carry out any other tasks deemed necessary by the Management Team
- Daily walk-through of the office to ensure everything is in order
- Providing clerical support to departmental staff across the organization
- Share responsibilities for frontline support with the Receptionist and other admin staff including relief coverage, special projects, and event assistance
- Creating Word and Excel documents (e.g. letters, templates, spreadsheets) per departmental requests and needs
- Monitor office inventory and order office supplies
- Operate (or learn how to operate) photocopiers, telephone systems, postage meters, scanners
- Use writing skills and attention to detail to assist in the creation of newsletters and other internal and external communications

**Education/Experience**:

- Ability to multitask is a key priority of this position
- Multi-line telephone system experience strongly desired
- Intermediate to advanced keyboarding skills (e.g. 50 wpm with accuracy)
- Strong verbal and written communication skills essential
- Degree, Diploma or Certificate in Office Administration or experience in a related field
- Minimum of 3-5 years of experience in the clerical field or in a related area
- Knowledge of commonly-used office administration tools, concepts, practices, and procedures
- Should have a working knowledge or experience with filing systems
- Be punctual and reliable
- Professional appearance and demeanor
- Experience working in a First Nation environment preferred or possess cultural awareness and sensitivity
- Excellent interpersonal skills
- Proficient in with MS Office Suite including Excel, Word, and Outlook
- Well-developed organizational skills,** **including exceptional attention to detail
- Demonstrated work ethic
- Valid BC Driver’s License (Class 5) and reliable personal vehicle
- Satisfactory Criminal Record Check

**Working Conditions**
- Work requires moderate physical exertion such as bending, lifting, carrying, and pushing. Work is mainly indoors but will occasionally be outdoors when moving between buildings or running off-site errands.

**Wages**:Competitive pay commensurate with qualifications with excellent benefits including enrolment in the BC Municipal Pension Plan

**Hours of work**: Monday to Friday 8:00 to 4:30