Tsuu t'ina Public Works

**ADMINISTRATIVE ASSISTANT**

(Short term- Maternity Cover)

REF#118

 

Department:   Maintenance/Service/Infrastructure Department

Reports to:  Manager – Maintenance/Service/Infrastructure

JOB DESCRIPTION

The Administrative Assistant is a vital member of the Maintenance/Services/Infrastructure team and provides support to the Maintenance/Services/Infrastructure Manager and all other Maintenance/Infrastructure staff. As such, this individual is required to demonstrate a high level of professionalism and excellent interpersonal skills to be able to deal positively with all Nation Members, suppliers, consultants, external contacts and fellow team members

 

DUTIES AND RESPONSIBILITES:

· Perform professional and confidential administrative and clerical support duties with minimal supervision

· Coordinate and direct office services in order to aid employees

· Prepare and arrange for meetings, create and complete expenses reports, correspondence, memos, forms, agendas, spreadsheets, reports, documents and presentations

· Prepare responses to correspondence containing route inquires

· Organize and maintain general and confidential soft and hard copy files

· Screen incoming calls, record and relay accurate messages

· Open, sort, scan and distribute mail, email and faxes accordingly

· All secretarial duties pertaining to the Maintenance/Service/Infrastructure Department, typing all correspondence and reports, ordering supplies, telephone duties

· Maintain up-to-date system of all Maintenance/Service/Infrastructure Business and correspondence

· Coordinate work flow by prioritizing deadlines, assure discreet handing of all business, taking initiative on request and inquires of administrative nature by analyzing situations; accurately and effective course of action

· Responsible for correspondence with Federal, Provincial, Municipal Departments and other professionals

· Responsible for accounts payable, bookkeeping, and travel arrangements for the Maintenance/Service/Infrastructure staff

· Minutes of meeting if required

· Must be discreet regarding confidential matters relating to Tsuut’ina Nation business (required to take an oath of confidentiality)

 

QUALIFICATIONS:

·  Minimum of Grade 12 education as well as secretarial training certifications at least 3 years secretarial experience

·  Ability to organize, prioritize and execute multiple tasks in a systematic manner within tight timeline

· Proficiency in word, outlook and excel, Xyntax

· Knowledge of construction terminology and language

· Must have current Alberta Driver’s License, Insurance, own reliable transportation

· Must type accurately and quickly

· Must be knowledgeable in all aspects of office and financial procedures

· Exemplary time managements and organizational skills, consistent, reliable and responsible

· Excellent verbal and written communication skills

· Must be able to handle pressure and react positive attitude regarding Public Relations with the Tsuut’ina Nation members, Elders and staff

· Must demonstrate calm, professional behavior when dealing with irate individuals

· Must be able to take direction and be able to work minimum supervision

· Ability to work and communicate effectively within a team environment

·  Ability to understand and promote confidentiality as the norm

· Must be willing to obtain further training and education as required

· Must submit a criminal check

 

IN ADDITION:

If you are a successful candidate you must provide proof of COVID vaccination, or you may select to produce a negative PCR (molecular polymerase chain reaction) or rapid test result, date-stamped within 72 hours of every scheduled work day/shift, on an ongoing basis starting on December 14, 2021. These tests will be paid for by the employee.
· Employees who are unable to get vaccinated due to medical reasons may request an exemption and accommodation, upon providing written confirmation from a registered physician that they are unable to get vaccinated due to medical reasons.

· Depending on your position – a Vulnerable Sector check may be required upon application from all provinces, states or countries lived in for the last four years. Vulnerable Sector checks must be completed within the past month.

 

NOTE:

Please note that this organization adheres to Sections 1 – 9 of the Aboriginal Employee Preference Policy for selection and displacement.  Only those applicants selected for an interview will be contacted. The successful candidate will be under a probationary period at the commencement of his or her employment.

 

Competition Opens: November 4th,2021

Competition Closes: November 26th,2021 @ 12:00PM MT (No applications will be considered after this time)

 

Please apply in writing, including a resume to:

TsuuT’ina Nation Human Resources Department

9911 Chiila Boulevard, Tsuu T’ina, Alberta T2W 6H6

Fax: (403) 238-6125

Email: Jobs@tsuutina.com

 

Please reference in subject line: JOB TITLE & REF# or will NOT be opened

 

We thank all applicants in advance, however, only those chosen with the required qualifications will be contacted for an interview.