EXECUTIVE ASSISTANT

Classification & Level:   Clerical & Administrative Support Services (CA-5)

Position Status:                Full Time

Department:                     Health & Wellness

Reporting Relationship

The position reports to the Director of Health & Wellness.

Position Summary

Under the direct supervision of the Director of Health & Wellness.

The position will be providing a broad range of administrative, secretarial and clerical services (i.e. work processing, routine records, database management, file management, organizing events, travel arrangements, reconciling budget & accounts).

A position of this nature is exposed to a range of confidential information and expected to maintain confidentiality and privacy. Work is varied and often in response to Committee decisions that are to be carried out when committee minutes have been formally accepted by Council via motions contained within their meeting minutes.

All work performed is according to M’Chigeeng First Nation policy and procedures with the incumbent expected to be efficient and effective in the organization of workflow and work independent of close supervision.

Duties & Responsibilities Administration

• To assist the Director of Health & Wellness in implementing and carrying out the duties in relation to specific responsibilities, communications, program planning, operational management and financial planning.

• Record department meeting minutes using the standardize format and procedures for meeting minutes.

• Develop and maintain a file management systems procedures manual for efficiency and effectiveness for the retrieval of stored documents.

• Monitor and ensure accurate filing records management and documentation is achieved for the Health & Wellness programs and services.

• Compile data for the preparation of reports.

• Prepare and type all general and confidential letters, memos and reports (all documentation).

• Forward all original personnel information to the Human Resources office.

• Submit to Payroll the department’s timesheet (Future – Bi-weekly complete electronic timesheet template and forward to Payroll, along with all leave forms).

• Receive and forward all leave forms and annual leave requests to Director for review and decision.

• Assist with posting employment vacancies, scheduling for interviews, correspondence and completion of orientation checklist with new employees.

• Ensure confidentiality of all Health & Wellness programs/services for M’Chigeeng First Nation.

• Comply and adhere to the M’Chigeeng First Nation personnel policy; and related Department policies.

Communications

• Maintain a system for recording recommendations/motions and a cross referencing system for motions ratified by Band Council; and ensure changes communicated.

• Prepare and copy department meeting packages including meeting motion expectation for inclusion in Band Council meeting packages.

• Prepare notices, agenda, minutes, and meeting packages for Director.

• Assist with inquiries regarding MFN programs as well as related, external programs that can be accessed by our community members.

Operational and Program Planning

• Maintains, tracks and records revisions to all MFN Health & Wellness policies and regulations ensuring these are current and up to date.

• Read, distribute and file funding opportunities for program development and delivery.

• Provide assistance to Director with the annual strategic planning objectives.

• Timely completion of the tasks involved with planning, organizing, coordination and setting up for meetings, training, annual planning session and workshops.

• Work as part of team with achieving the goals and objectives set by the Health & Wellness department

• Verify and make any needed corrections to monthly mileage claims.

• Complete tasks that will assist the DM with the budget preparation and implementation.

• Prepare and update financial data and reports for department programs in consultation with MFN Central Finance.

• Obtain from MFN Central Finance a general ledger printout for the Department in response to staff requests for providing current balances to program staff when requested.

• Making travel arrangements for staff, committee members including preparation of travel requisitions for processing.

• Prepare monthly per diem cheque requisitions for committee members and submit documentation to Central Finance for processing.

• Complete all purchase orders, cheque requisitions, journal entries for processing at Central Finance; and, ensure timely payments are made for all invoices.

Qualifications/Requirements:

• Post-secondary diploma in Business Administration or related field; a combination of three years related training and work experience will be considered.

• Must have working knowledge of meeting procedures and file management.

• Must have working knowledge of computer software programs (Microsoft Word, Excel, Power Point, Outlook)

• Proficient computer skills (i.e. Microsoft Word)

• Excellent organizational skills with ability to prioritize.

• Ability to handle multiple tasks simultaneously.

• Excellent communication skills, verbal, written and public relations.

• Must have good working knowledge of office procedures.

• Must have excellent inter-personal skills.

• A high degree of confidentiality must be maintained.

• Must have experience with recording formal meeting minutes.

• Must have working knowledge of meeting procedures.

• Time Management

• Understanding of First Nation issues

• Understanding and fluency of Ojibwe is an asset.

• Must have knowledge and/or experience with the language, culture, history and customs of the Anishinaabe.

Note:   MFN reserves the right to vary your duties and responsibilities any time during the employment relationship.  Our positions are not structured narrowly and when necessary, you may be called upon to lend your talents in areas that would not generally be associated with the position. (This is to allow and encourage opportunities for professional development).

Criminal Reference Check (CRC) Rationale:  M’Chigeeng First Nation is in a position of trust to its band members and is committed to providing a safe and secure work environment. Applicants must have record clear and/or dated of convictions relating to fraud, drugs, assault, and theft. The CRC must be current (30 days) and must be an Original.

If you are interested in this opportunity, applicants must submit cover letter, resume, with three current references with contact information that will be contacted following a successful interview (two work related and one character reference) and copies of education certifications to the address below or by applying to this posting: