EO-NO-106 Receptionist/Administrative Assistant

Henvey Inlet First Nation; Noëlville; On-site; CAD 30,000 - 60,000; Full time

Job summary

A local government organization in Noëlville is seeking an administrative assistant to greet clients, maintain records, and assist with meetings. This role includes various administrative tasks such as responding to inquiries, managing office supplies, and facilitating communication. Ideal candidates will have strong organizational skills and a customer-focused approach. Opportunities for continuous learning and development are available.

Responsibilities

• Greet external clients and guests entering the office.
• Notify staff members of clients and guests waiting for meetings.
• Maintain office supply inventory, re-ordering supplies when needed.
• Assist with scheduling and coordinating meetings and appointments.
• Participate in mandatory on-the-job training and workshops.

Job description

Responsibilities

• Greet external clients and guests entering the office and maintain daily visitor logbook
• Notify staff members of clients and guests waiting to see them for meetings and appointments
• Present a positive and professional image of the organization at all times
• Answer incoming calls and direct all inquiries to the appropriate individuals or departments
• Take and record telephone, e-mail, or written messages for staff members
• Respond to general membership, staff and client inquiries via telephone, email and in-person where appropriate
• Prepare coffee and ensure reception area is kept in a tidy and presentable manner
• Maintain office supply inventory, re-ordering supplies when needed
• Assist all Band Administration Office staff with their filing needs as requested
• Create new files, labels and records as necessary
• File correspondence, invoices, receipts, documents and other records in alphabetical, numerical or any other required ordering system
• Organize, maintain and coordinate accurate and complete office records and files in their proper databases and locations
• Eliminate unnecessary or outdated materials, destroying them or transferring them to inactive storage archives according to file maintenance/legal guidelines
• Locate and remove materials from files when requested
• Receive and date stamp all incoming mail, email, faxes, cheques and deliveries
• Accurately record and distribute all forms of paper correspondence and mail
• Prepare outgoing mail for distribution using postage meter machine
• Write correspondence, forms, letters, reports, and memos as necessary
• Make, collate and distribute photocopies as necessary
• Ensure all forms and reports are completed as needed
• Assist in the compilation and maintenance of data for various reports as necessary
• Assist with hotel and travel accommodations for Chief and Council, clients, members and staff when required
• Assist with scheduling and coordinating meetings and appointments for leadership
• Coordinate the logistical aspects of departmental meetings by arranging and setting up meeting facilities and ensuring appropriate presentation equipment is available
• Post, update and remove membership correspondence, notices, newsletters and job vacancies to HIFN website and building communication boards
• Schedule appointments for interviews
• Ensure security of cheque drawer at all times
• Observe and report any security issues to the Administration Manager
• Adhere to all HIFN Policies and Procedures
• Take interest in continuous learning and maintain up-to-date knowledge on current industry standards, regulations, trends and practices
• Participate in mandatory on-the job training and training workshops as required
• Attend and actively participate in mandatory staff and community meetings
• Perform other duties as assigned from time-to-time by the Administration Manager, Director of Finance/Administration or Chief and Council