AdminAsst-Finance

KTUNAXA NATION COUNCIL

ADMINISTRATIVE ASSISTANT

FINANCE DEPARTMENT

(6 hours per day, 5 days a week)

POSITION SUMMARY

This position provides executive, administrative and operational support to the Director of Finance, Tribal Chair, Nation Executive; Sector Director of Economic and Economic Sector Council of the Ktunaxa Nation Council.

The senior leadership of the Ktunaxa Nation Council is provided by the Nation Executive (comprised of the four elected chiefs of the four communities). The positions that interface between this governing executive and the Ktunaxa Nation Council are the Tribal Chair and the Director of Finance. This position works within the governance, strategic, political and operational interactions; supporting the Tribal Chair and the Director of Finance in the fulfilment of the Nation Executive responsibilities.

This position provides direct administrative, clerical and operational support to these three KNC leadership positions by organizing and coordinating various committee, board and other meetings; managing correspondence; arranging all travel and itinerary requirements; and maintaining filing systems.

DUTIES AND RESPONSIBILITIES:

Administration for Meetings

Plan, organize and coordinate meetings: Nation Executive and Economic 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 Finance and Economic Sector

Provide administrative support to the Director of Finance, Sector Director of Economic, and Tribal Chair.

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

Provide administrative support to the Economic Sector Council and Nation Executive.

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

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 Finance Department, Economic Sector; including their meaning to outside constituents and to the KNC.

Office Administration

Utilize PC software skills (MS Word, Excel, Powerpoint); 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).

Set up and maintain records and files, following document management guidelines for Economic Sector and Finance Department; ensure easy retrieval of information / records.

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.

Maintain schedule for KNC boardroom; order food and refreshments as requested for meetings.

Other duties and responsibilities as required by the Director of Finance and/or Sector Director of Economic Development.

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; advanced business english
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
Ability to organize, prioritize and coordinate work activities in a confidential manner
Capacity to exercise extreme discretion with sensitive and confidential information
Dedicated to a high level of customer service
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
Excellent relationship building; including sensitivity and cooperation
Respectful and effectual interpersonal relationship skills
Capacity to work in consultation and collaborative manner with respect and dignity to others
Capacity to multi-task and work effectively within time and resource constraints
Strong work ethic with a high level of accountability / responsibility / accuracy
Pleasant, professional and efficient customer service skills