AdminAsst-CorpServ

KTUNAXA NATION COUNCIL

ADMINISTRATIVE ASSISTANT

CORPORATE SERVICES SECTOR

POSITION SUMMARY

This position provides clerical, administrative and operational support to the Sector Director of Corporate Services, Sector staff and the Corporate Services Sector Council. This is accomplished through reviewing and responding to general correspondence; managing Sector files, records and policies; preparing for and maintaining a record of various board and committee meetings; coordinating and arranging travel; and organizing special events.

DUTIES AND RESPONSIBILITIES:

Administration for Meetings

Plan, organize and coordinate meetings: Corporate Services Sector Council and others as required:

Make arrangements (room, refreshments etc.)
Prepare agendas
Prepare briefing packages, ensure completeness and accuracy; ensure receipt by members in advance of the scheduled meetings.
Take, transcribe and distribute minutes from meetings.
Maintain accurate records of CSSC meetings including Council Resolutions.

Monitor action items from meeting minutes: record action items and monitor for completion.

Support for Corporate Services

Provide administrative support to the Sector Director of Corporate Services and Sector staff.

Provide administrative support to the Corporate Services Sector Council.

Compile work plans for the Sectors, contribute to planning phase, and review goals for accuracy.

Coordinate all administrative support systems (computer and manual); manage schedules, manage correspondence with drafting of replies.

Compose and compile reports and correspondence, including the drafting of financial, statistical, narrative and / or other reports as directed.

Coordinate travel arrangements and identify vendors to receive competitive rates for car rentals, flight and hotel bookings for employees and guests.

Prepare travel itineraries and make air/hotel reservations as requested; prepare documentation for travel advances if required.

Provide information to employees, customers, partners, clients, citizens, vendors etc. by telephone, in written form, e-mail or in person. Contact key individuals inside and outside of the organization when necessary. Observe, receive and obtain information from all relevant sources.

Provide information on the Ktunaxa Nation Council, the Corporate Services Sector; including their meaning to outside constituents and to the KNC.

Office Administration

Utilize computer skills (MS Word, Excel, PowerPoint), the internet and GroupWise to produce business documents such as letters, forms and envelopes; spreadsheets involving dates, values and text, mathematical calculations (sums, averages etc); charts and graphs; create and print presentations in different modes (slides, outline).

Maintain filing systems following document management guidelines for Corporate Services to ensure easy retrieval of information / records. Manage all corporate policies such as Finance, Human Resources, IT, Communications and provide knowledge of policies and procedures to Sector employees, referring to appropriate function as required.

Arrange appointments and meetings; coordinate arrangements and logistics including facilities, meals and equipment. Makes sure all arrangements are accurate, complete and timely.

Anticipate and identify administrative problems, bring them to the Director’s attention to contribute to the smooth and efficient administrative functions. Contribute to the discussion of how best to prevent or resolve problems or to implement changes.

Provide other duties and responsibilities as requested by the Corporate Services Sector Director.

Financial Support

Assist the preparation of the annual budget by providing estimates of expenses related to responsibility areas.
Code invoices, prepare accounts payable, honoraria and travel expenses

Initiate and track purchase orders.

QUALIFICATIONS:

Academic Preparation

Diploma in Business / Office Administration

Required Skills, Knowledge and Experience

3-5 years of experience in working for the highest ranking positions in an organization
Excellent written and oral communication skills, proficiency in high-level business correspondence; extensive vocabulary
Excellent computer skills including Microsoft Office Suite
Ability to manage multiple tasks simultaneously with accuracy and consistency
Knowledge of and experience in working within protocols and procedures
Event planning and/or project management skills which includes tracking and monitoring tasks
Ability to take and transcribe minutes
Capacity to prioritize and manage a number of competing initiatives and timelines
Follow up, track and monitor various projects and tasks to ensure smooth flow
Pleasant, professional and efficient telephone skills
Experience working with a variety of committees and boards
Respect for and knowledge of Ktunaxa and aboriginal rights, culture, history and goals
Ability to anticipate reactions and negotiate workable outcomes
Pleasant, professional and efficient customer service skills
Records Management, certification preferred
Advanced Business English
Keyboarding skills – minimum 60 to 70 wpm