Administrative Assistant, Children and Family Services
Location: Provincial Head Office in Edmonton, AB
Closing Date: May 1, 2022, or Until Suitable Candidate Found
Position Status: 1 year Contract (Maternity Leave), with possibility of extension. Full Time (40 hrs per week)
The Organization
Since its inception in 1928, the Métis Nation of Alberta (MNA) has governed the Métis within Alberta. The MNA is led by a democratically elected Provincial Council, comprised of a Provincial President, a Vice-President, and six regional Presidents and Vice-Presidents. This Council works toward the mandate of the MNA, supporting practices of transparency, accountability, and inclusiveness for Métis Albertans in governments' policy and decision-making processes. The MNA promotes and facilitates the advancement of Métis people through self-reliance, self-determination, and self-government. For more information about the MNA, visit http://www.albertametis.com.
The Opportunity
The MNA is recruiting for a full-time Administrative Assistant for a one-year term. The successful candidate will be a master multi-tasker with excellent communication skills and an upbeat attitude. The Administrative Assistant will assist the MNA Children and Family Services team by handling office tasks; providing polite and professional assistance via phone, mail, and email; assisting in implementing effective filing and finance management processes; making venue reservations and travel arrangements; assisting with program delivery logistics; and generally being a helpful and positive presence in the workplace. The Administrative Assistant will be required to take direction and work intuitively to support the completion of the department's goals and objectives in a professional and culturally appropriate manner.
Key Responsibilities
- Collaborate with the Director of Child and Family Services to ensure that administrative activities are delivered in a timely and efficient manner.
- Responsible for administrative and clerical tasks to support the MNA Child and Family Services Department Executive department.
- Coordinate departmental administrative activities in an effective, up to date, and accurate manner.
- Support departmental initiatives through logistical coordination, procurement of materials and supplies for programming and for office use.
- Actively participate in the department's team meeting and planning sessions.
- Work cooperatively with all team members to support the achievement of work plan activities.
- Assist in planning, organizing, coordinating, and implementing various operational programs.
- Perform clerical functions such as, receiving visitors, arranging conference calls, and scheduling meetings for department staff or designates.
- Coordinate and organize department meetings and conferences, including venue bookings, catering requirements, setting up audio-visual equipment and flip charts, and tending to other requirements of department meetings.
- Set up and prepare for meetings, both virtual and in person.
- Coordinate and confirm community and department team travel, including making hotel accommodations and land and air transportation bookings.
- Prepare and appropriately file meeting agendas, records, and meeting minutes.
- Assist in the research and compilation of data for various reports, projects, and briefing notes.
- Prepare and complete internal and external correspondence, legal documents, forms, letters, reports, and other documents. Distribute and file as directed. Review all documents, reports, quotes, invoices, and correspondence prepared for Executive or management signatures for format, content, grammar, and spelling. Edit and distribute them as directed.
- In collaboration with supervisors, suggest, develop, implement, and maintain processes and procedures within the department, including but not limited to, input of purchase orders, finance reporting and management, expense claims, and travel arrangements.
- Process department finance transactions in Workplace. Prepare PO's, create cheque requisitions, and submit for payment.
- Provide vacation or sick-time coverage for the Supports and Services Navigator (CFS)when necessary.
- Assist with the administration of MNA Provincial events & programs.
- Assist with coverage of main reception when required.
- Develop and maintain constructive working relationships with both internal and external stakeholders, including executive, corporate staff, management, employees, and business and community partners.
- Develop relationships with the Métis community where possible and within an administrative role.
- Present a positive and professional image of the organization when interacting with employees, citizens, visitors, and other external stakeholders.
- Maintain a high level of cultural sensitivity.
- Other duties as assigned.
Skills and Competencies
This position requires a motivated, confident, and driven individual who is passionate about Métis wellness and culture, and has excellent administrative and clerical skills, and a track record of effective interpersonal and communication.
- Strong computer skills with aptitude for using new software.
- Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint).
- Proficiency in database applications and administration systems. Ability to adapt to new technology.
- Familiarity with Requisition / Purchase Order software systems is an asset.
- Knowledge of supplies, equipment, and/or services ordering would be an asset.
- Ability to maintain filing systems, databases, and basic minutes management.
- Strong writing, editing, and proofreading skills, including proper spelling, grammar, and punctuation.
- Ability to identify issues and implement creative and strategic solutions to overcome problems.
- Sound analytical thinking, planning, prioritization, and execution skills.
- Ability to be flexible, adaptable, and work independently.
- Ability to remain organized, multi-task, and manage time effectively.
- Strong political and cultural sensitivity.
- Strong interpersonal skills and ability to establish strong working relationships.
- Exceptional listening, verbal, and written communication skills, with the ability to listen, interpret, and always be prepared & responsive, willing to meet each challenge directly.
- Recognized strength in supporting teams; providing administrative and clerical support in a way that aligns with, and adds to, organizational capacity.
- Adhere to strong ethical principles including maintaining strict confidentiality of departmental and community information.
- Knowledge of Métis rights, history, culture, and people is a definite asset.
- Most importantly, the successful candidate will have a genuine desire to meet the administrative needs of others.
Qualifications
- Minimum of a professional administrative assistant certificate / diploma / degree.
- Minimum 2 years' experience in a similar role.
- Experience working in government/on government policies is an asset.
- Previous experience working in within Indigenous organizations is an asset.
- Certificates or experience with concepts of cultural safety and trauma informed approaches is an asset.
Other Requirements
- Position will be based in Edmonton; in-office presence will be required.
- Some occasional travel within Alberta is a requirement. Additional, less frequent, out-of-province travel may also occur, with notice.
- Availability to work evenings and weekends, on occasion, and with notice.
- Must have a driver's license and an operational vehicle.
To apply for this opportunity, please apply online at http://albertametis.com/careers/
TheMétis Nation of Alberta thanks all applicants for their interest. Only applicants selected for an interview will be contacted. No phone calls please.
Job Types: Full-time, Fixed term contract
Contract length: 12 months
Benefits:
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Vision care
Schedule:
- 10 hour shift
- 8 hour shift
- Day shift
- Holidays
- Monday to Friday
- Overtime
- Weekend availability
Application deadline: 2022-05-01