Administrative Assistant – Family Reunification Program

Administrative Assistant – Family Reunification Program

 

Location: Otipemisiwak Métis Government Family Reunification Building, Bonnyville, AB

Closing Date: Until Suitable Candidate Found           

Position Status: Full-time (up to 40 hours per week), Permanent Position.

 

The Otipemisiwak Métis Government is recruiting a full-time Administrative Assistant based at the Family Reunification Building in Bonnyville. Reporting to the Family Reunification Program Site Operations Manager, the successful candidate will be responsible for handling administrative tasks, implementing effective filing and finance management processes, and assisting with program delivery logistics. The successful candidate will be a helpful and positive presence in the workplace with excellent communication skills and will be required to both take direction and work intuitively to support the completion of the department’s goals and objectives in a professionally and culturally appropriate manner.

 

Key Responsibilities

• Ensure that administrative activities are delivered in a timely and efficient manner.
• Process team finance transactions in the PO system (Workplace) and follow finance management procedures for creating cheque requisitions and processing expense claims.
• Perform clerical functions such as ordering supplies, preparing correspondence, receiving visitors, answering phone calls, and directing inquiries.
• Coordinate and organize meetings and conferences, including venue bookings, travel arrangements, accommodations, and catering requirements, as required.
• Prepare, distribute, and appropriately file internal and external correspondence, including meeting agendas and minutes, letters, briefings, legal documents, forms, reports, presentations, and other documents.
• Develop and maintain an accurate and up to date records management system (including classifying and coding electronic and hardcopy files). Ensure the safeguarding of all confidential files.
• Assist with administration of Otipemisiwak Métis Government provincial events & programs and coordinate and complete special projects, as required.
• Work cooperatively with all team members to support the achievement of tasks and goals.
• Develop and maintain constructive working relationships with both internal and external stakeholders, including management, employees, business and community partners, and the Métis community.
• Present a positive and professional image of the organization when interacting with employees, citizens, visitors, and other external stakeholders.
• Maintain a high level of cultural sensitivity, professionalism, and confidentiality in all interactions and when handling sensitive documents.
• Other duties as required or assigned.

Skills & Competencies

• Recognized strength in supporting teams and providing administrative and clerical support to add to organizational capacity.
• Strong computer skills with the ability to adapt to new technology and software.
• Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint).
• Familiarity with Requisition/Purchase Order software systems is an asset.
• Ability to produce professional documents, reports, and presentations.
• Ability to effectively maintain filing systems, databases and tracking processes.
• Superior written and verbal communication skills, including professional email etiquette.
• Strong planning and organizational skills, with an ability to organize and prioritize daily tasks and long-term objectives.
• Excellent interpersonal skills, with the ability to build strong relationships.
• Ability to work independently as well as part of a team.
• Flexible and adaptable, with an ability to switch between multiple priorities within a diverse and fast-paced environment.
• Strong sense of ethics and the ability to maintain a high level of confidentiality in all interactions.
• Culturally sensitive and compassionate with an ability to engage with community members in diverse settings.
• An in-depth understanding of the Otipemisiwak Métis Government and Métis culture, people, and values.

Qualifications

• Administrative certificate/diploma or education in a related field. Other relevant training and experience will be considered.
• Minimum two (2) years of experience in a similar administrative or receptionist role is required.
• Minimum two (2) years of customer service experience required.
• Indigenous Awareness Training and Training in Trauma Informed Care is an asset.