Administrative Assistant

POSITION TITLE:

Administrative Assistant

DEPARTMENT:
Administration

CLASSIFICATION: MGO-04

SALARY RANGE:
Starting at $53,060.00 per Annum

POSITION TYPE:
Full-time, Permanent

ACCOUNTABLE TO:
Administration Manager

Brief Overview:

Under the direction of the Administration Manager, the Administration Assistant will support the growth of the Métis Nation – Saskatchewan. The Administrative Assistant will be responsible for assisting with the completion of day-to-day administrative responsibilities of the growing Administration department.

Key Responsibilities:

• Assists with various Administration projects and continuous improvement initiatives (SharePoint/record keeping system) based on Administration Department needs.
• Creates and generates reports as required, uploads documents, and accuracy of data.
• Supports Administration Department with monitoring, responding, and tracking inquiries.
• Assists in background work, e.g., administration, research, analysis, coordination, and development of tools and resources.
• Updating internal Administration folders and records.
• Preparing meeting rooms and attending meetings.
• Supporting vendor relations and processing invoices for payment.
• Perform a wide range of general administration functions.
• Maintain confidential Administration files and databases.
• Performs other related duties as assigned.
• Act as first point of contact for Citizens and prospective Citizens.
• Welcome and greet visitors; relay information, take phone calls and messages, answer, or redirect questions.
• Receive and interact courteously with contacts (government, agency professionals, sales representatives, media, public, and staff).
• Receive, respond to, and process all incoming mail and emails, managing emails accounts.
• Prepare outgoing correspondence for mailing or courier; deliver mail to post box and/or post office.
• Ability to answer a wide range of questions and provide support in a courteous manner; provide detailed information regarding, MN–S programs, MN–S affiliates, Métis history, etc.
• Booking rooms, meetings and events as requested.
• Maintain the security and confidentiality of information and documents according to established policies and procedures.
• Assist MN–S with clerical needs.
• Assist with beverages and refreshments for meetings when needed.
• Complete all other responsibilities as determined by the Administration Manager.

Knowledge, Skills, and Abilities

• Demonstrates a commitment to a diverse, culturally competent, and culturally safe work environment and representative workforce.
• Proven experience in a similar role.
• Knowledge of administrative practices and procedures.
• Excellent verbal and written communications skill.
• Ability to plan, prioritize and oversee numerous concurrent projects effectively.
• Strong organizational, analytical, and problem-solving skills.
• Excellent time management skills and ability to multitask and prioritize work.
• Willingness to work within a team environment and be independent.
• Resiliency in dealing with changing schedules, timelines, and financial priorities.

Qualifications and Experience

• Post-Secondary education from a recognized institution with a focus on business administration or another related discipline
• A minimum of 2 years experience in a similar role
• Advanced computer skills including knowledge of Adobe and Microsoft Office programs:
  Outlook, Word, Excel, and PowerPoint, SharePoint, Teams.

Additional requirements:

• Valid Saskatchewan driver’s license and access reliable transportation
• Must undergo a Criminal Record Check