Administrative Assistant

Purpose:

Is responsible to provide administrative support and secretarial services to the Public Works Unit; acts as the key liaison with the Mohawk Council of Kahnawake (MCK) Payroll Department to rectify payroll adjustments and corrections.

• Collects, distributes and prepares the daily mail and interoffice memos for pickup by the MCK Mail Clerk/Receptionist.
• Delivers time sensitive documents to the MCK main office (and items not handled by the Mail Clerk).
• Types correspondence, reports, statements.
• Handles photocopy and facsimile requirements for office personnel.
• Cashes reimbursement cheques for petty cash expenses.
• Sets up and maintains the filing system for Public Works correspondence.
• Assumes the responsibility of the Town Garage Manager or Daily Transportation Manager in their absence on a short- term basis (one or two days).
• Acts as the timesheet admin for the timesheet software.
• Ensures a professional office environment is maintained.

• Is the designated person that processes requisitions and requests purchase order numbers from the MCK Accounting Department.
• Receives orders, compares packing slips against purchase order form and identifies short shipments, backorders or incorrect materials.
• Obtains approvals from the managers, or the Director when exceeding the managers’ approval limit, for invoices to be paid and keeps copies of the approved invoices.
• Compiles the requisition form, purchase order form, approved invoices and cheque requisition form into an individual purchase record for audit purposes.
• Tracks all MCK credit card purchases by Public Works.
• Stamps purchase documents as completed.
• Advise the Director of Public Works of any extraordinary expenses.
• Makes adjustments to cost expenditure entries where justified and requested by Public Works managers.
• Responds to requests from Accounting for accounts receivable transactions

• Answers and forwards calls to the proper personnel.
• Records telephone messages and forwards on a timely basis.
• Stays informed of the managers’ whereabouts at all times.
• Ensures proper information is communicated to any back-up personnel during lunch hours and other absences from the office.
• Maintains a neat and clean reception area at all times.
• Greets and directs any visitors for appointments, meetings and provides information.
• Provides information about programs and services to the public.

• DEP in Secretarial Sciences, plus one (1) year relevant experience.
• High School Diploma, plus three (3) years relevant experience.

• Knowledge of general office operations and procedures.
• Sound administrative and secretarial and organizational skills.
• Knowledge of Microsoft 365 applications;
  Outlook, Teams, Word, and Excel.
• Good judgement and problem-solving skills.
• Accurate record keeping skills.
• Sound oral, written communication skills.
• Principle standards for and controlling multiple project accounts and budgeting techniques or other software tools.
• Sound knowledge of the MCK Admin. Manual Personnel Policy and Public Works departments.
• Conducts business with internal and external clients in a tactful, discreet and courteous manner.
• Maintains confidentiality.
• Adhere to the MCK Administration Manual-Personnel Policy and Kanien’kéha Language initiatives.
• Ability to communicate in the Kanien’kéha and French languages is an asset.
• The willingness to learn the Kanien’kéha language.

• Five-day work in an office environment.
• Moderate stress due to workload.
• Occasional overtime.

• Organizational events
• Pension
• Disability insurance
• Employee assistance program
• Extended health care (telemedicine, health professionals, etc.)
• Life insurance
• On-site parking
• Wellness program
• 20 vacation days
• 15 wellness days

* Benefits evolve and can be subject to change.

• Only candidates selected for an interview will be contacted.
• Preference will be given to Indigenous candidates.