Administrative Assistant III – Prevention

Kahnawake Shakotiia’takehnhas Community Services; Kahnawake; On-site; CAD 32,000 - 46,000; Full time

Job summary

Kahnawake Shakotiia’takehnhas Community Services is seeking an Administrative Assistant III – Prevention for a one-year maternity leave replacement. You will support the Primary Prevention Team with advanced administrative tasks, financial and project coordination, and confidential documentation handling.

The role requires strong organizational skills, discretion, and proficiency with Microsoft Office. Flexible hours may be required and a valid driver’s license is helpful for occasional travel.

Qualifications

• Education and experience requirements: DEP in Administration or Secretarial Studies; 1–3 years in related field or High School Diploma with 3–5 years in related field.
• Strong work ethics and organizational skills; ability to reprioritize as needed.
• Discretion handling confidential documentation; sound administrative skills; proficient with Microsoft Office.
• Knowledge of Kanien’keha language and of statistics is preferred.

Responsibilities

• Assist with managing the case management database software.
• Provide administrative support to the Team Leader and Primary Prevention department.
• Coordinate promotional items and oversee filing system accuracy.
• Perform other related duties as required by the supervisor.

Skills

Work ethics

Organization

Discretion

Administrative skills

Microsoft Office

Multitasking

Confidentiality

Data analysis

Project management

Education

DEP in Administration or Secretarial Studies

High School Diploma with three to five years experience

Tools

Case management software

Database management

Job description

Administrative Assistant III – Prevention (1 year - Maternity Leave Replacement)

Under the supervision of the Team Leader of Primary Prevention, the Administrative Assistant provides analytical and specialized administrative support to relieve the Team Leader and Primary Prevention team of complex details; performs advanced administrative duties related to financial and administrative management, meeting and event coordination, promotional items oversight, and project management.

Department: Child and Family Services

Duration: Definite full-time one (1) year contract, six (6)-month probationary period

Salary: Starting at $28.54/hour

Schedule: 35 hrs/week; must be willing to work flexible hours as necessary

Description

Under the supervision of the Team Leader of Primary Prevention, the Administrative Assistant provides analytical and specialized administrative support to relieve the Team Leader and Primary Prevention team of complex details; performs advanced administrative duties related to financial and administrative management, meeting and event coordination, promotional items oversight, and project management.
With general management direction with respect to business objective and company philosophy, independently applies in-depth knowledge of learned skills and practices associated to manage large, complex activities or projects. Knowledge and skills are considered mature or advanced.
Provides analytical and specialized administrative support to relieve the Team Leader and Primary Prevention Team of complex details; performs advanced administrative duties including issues of a sensitive nature. Provides administrative support to Team Leader(s) of Primary Prevention. Executes special or continuous research and data analysis tasks. Analyses problems, determines approach, compiles and analyzes data, and prepares reports/recommendations. Coordinates activities between departments and outside parties. Contacts company personnel at all organizational levels to gather information and prepare reports. Work is generally of a critical or confidential nature.
Decisions are based on independent judgment often requiring further investigation and evaluation and are within generally defined parameters and in alignment with organizational objectives. Alters approach or recommends broader procedural changes to accomplish desired results. Recommendations and decisions are generally accepted as accurate and sound. Seeks consultation or guidance as needed.

Responsibilities

• Provides Assistance with managing the case management database software.
• Delivers administrative support to the Team Leader(s) and Primary Prevention department.
• Coordination of promotional items.
• Assures an accurate and consistent filing system.

Performs any other job-related duties as may be required by the immediate Supervisor.

Communications

• Team Work: Frequently requires a level of collaboration and cooperation to get work or projects complete.
• Advising: Commonly provides information that must be understood and explained.
• Training: Occasionally required to train or give information to stakeholders or clients.
• Types of Schedule: Regular work week, some flexible hours.
• Stress Factor: Moderate stress with some periods of high stress.

Accountability

• To provide services in a manner consistent with the terms and conditions of the employment agreement, the personnel policies, standard operating procedures and directives.
• To ensure the efficient functioning of the duties required for the position.
• To ensure transparency and accountability of the duties required.
• To ensure optimum level of resource management through a clear sighted and effective manner.
• To ensure the most cost effective financial measures are used.
• To efficiently support the Team Leader and Human Resource team of KSCS.
• To efficiently support the management team of KSCS, with regard to human resource requests.
• To ensure efficient outcomes required for the position.
• To maintain confidentiality practices.

Qualifications

Education and experience:

• D.E.P. in Administration or Secretarial Studies, plus one (1) to three (3) years experience in related field.
• High School Diploma with three (3) to five (5) years experience in related field.

Skills and requirements:

• Strong work ethics.
• Strong organizational skills and ability to reprioritize work as new demands surface.
• Ability to use discretion when handling confidential documentation.
• Sound administrative skills and tools.
• Strong computer and typing skills with excellent knowledge of Microsoft Office Programs.
• Ability to multitask.
• To ensure the efficient functioning of the duties required for the position.
• To ensure transparency and accountability of the duties required.
• To ensure optimum level of resource management through a clear sighted and effective manner.
• To ensure the most cost-effective financial measures are used.
• Good knowledge of the community and the culture, issues, concerns and socio-economic problems facing the community.
• Skilled in minute taking.
• Possession of a valid driver’s license and access to a vehicle (some travel required).
• Available for flexible hours to participate in KSCS activities.
• Lifestyle must reflect that of a positive role model.

Assets:

• Knowledge of Kanien’keha language.
• Knowledge of statistics.