On-Call Administrative Assistant
Okanagan Indian Band
KʷU KʷLIW̓T L̓ NQMAPLQS | WE LIVE AT HEAD OF THE LAKE
Located within the unceded territory of the syilx people, the Okanagan Indian Band is comprised of six reserves located in the North Okanagan.
Come join the OKIB Team and enjoy all that the beautiful Okanagan Valley has to offer, including a great climate, stunning scenery, world-class ski resorts, golf courses, wineries and beaches.
The OKIB offers a welcoming team environment and a rewarding job experience. You can expect a supportive work environment.
Hours of work: Up to 37.5 hours per week
Start Date: ASAP
Deadline for applications: Open until filled
JOB SUMMARY
The Administrative Assistant may be called within short notice to cover and is responsible for providing coverage for reception and administrative vacancies in any of the Band’s departments or locations.
This position is responsible for providing a warm welcoming and positive experience by responding to inquiries, and assisting callers, visitors, and staff by directing them appropriately. You will be tasked with a variety of receptionist, clerical, administrative and department specific duties providing services in an effective and efficient manner.
REPORTING STRUCTURE
Reports to the Human Resources Manager, dotted line to the Department Directors.
JOB DUTIES & RESPONSIBILITIES
- Provide in-person on-site receptionist and admin support to the assigned OKIB department or location
- Perform a variety of reception, administrative and clerical duties
- Assist the department and provide general support to the team greet people, answer and direct phone calls, emails or visitors to contacts or service areas
- Process incoming and outgoing mail and courier packages
- Errands as required for mail or package pick up and drop off
- Order and maintain an adequate inventory of office supplies
- Schedule appointments; book meetings
- Ensure reception area is tidy and presentable, with all necessary stationery and material
- Taking minutes and recording of meetings; drafting and distribution of minutes as required
- Assist in the communication and preparation of meetings and conferences, facility rental bookings, and travel or rental agreements as required
- Department or location specific support, admin tasks and special projects (posting, processing, assisting, drafting)
- Ensure the confidentiality and security of all records
- Liaise with other OKIB staff and membership as well as government officials, consultants and service providers
- Prepare correspondence and confidential documents as required
- Perform other clerical duties such as filing, data entry, photocopying and scanning
- All persons employed by the Okanagan Indian Band may be required to assist the Band in providing emergency services. Duties assigned during an emergency may differ from regular duties
- Performs all duties and responsibilities in accordance with the OKIB policies and procedures
- Attends meetings or community events when required
- Performs other duties as required
WHO ARE WE LOOKING FOR
You have education, experience, or an equivalent combination may be considered. You are community-minded, detail-oriented, have a willingness to contribute to a team and an excellent communicator.
Education
- Grade 12 or equivalent
- Diploma or Certificate in Office Administration or relevant area of study preferred
- Valid BC Driver’s licence, Class 5 and reliable vehicle
- An equivalent combination of education and experience may be considered
Experience
- Office administrative support experience
- Intermediate experience with Microsoft Office programs; Excel, Word and Outlook
- Experience working with confidential information
- Experience working with First Nations communities
Competencies (KSAs & Desired Attributes)
- Possesses cultural appropriateness and sensitivity towards OKIB and Community
- Strong customer service skills
- Excellent communication skills, both verbal and written
- Excellent time management and organizational skills
- Conflict resolution skills
- Ability to work with frequent interruptions and with changing priorities
- A strong commitment to the highest level of confidentiality and personal integrity is required for this position
- Ability to work collaboratively in a team environment
- Ability to exercise sound judgement and diplomacy
- Self-motivated and engaged
- Exceptional interpersonal skills
- Ability to engage with varied personalities and adapt approach accordingly (approachable, adaptable, confident, engaging, credible)
CLASSIFICATION/PAY SCALE
$23.00 per hour dependant on education and experience.
Please send resume, cover letter and references in any one of two ways:
Email: recruiting@okanagan.org
Mail or drop off: 12420 Westside Road, Vernon, BC V1H 2A4
If you have accessibility needs, please contact Hollie Lachuk @ 250-542-4328 ext. 1011
The successful applicant will be required to provide a Criminal Record Check that includes the vulnerable sector and three references
Preference will be given to qualified Aboriginal Applicants as per section 41 of the Human Rights Code.
