EXECUTIVE ASSISTANT

Mchigeeng; M’Chigeeng; Hybrid; CAD 42,000 - 62,000; Full time

Job summary

M’Chigeeng First Nation is seeking an Executive Assistant to the Health Services Department. You will supervise administrative staff and the Medical Transportation Clerk, ensuring efficient operations and maintaining confidentiality for health programs and services.

Under the Health Services Department Manager, you will handle records, reports, travel arrangements, events, and budgeting tasks, contributing to smooth department functioning and strong team coordination within the MFN Health

Responsibilities

• Administer and supervise the administrative support staff and Medical Transportation Clerk.
• Record dept committee meeting minutes using standardized formats.
• Maintain file management systems and records for health programs.

Job description

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

Position Status: Full Time

Department:Health & Wellness

Reporting Relationship:

The position reports to the Health Services Department Manager.

Position Summary:

Under the direct supervision of the Health Services Department Manager and as a member of the Management Team, the Executive Assistant is responsible for supervising the administrative support staff and the Medical Transportation Clerk. The Executive Assistant ensures assistance is provided to the Health Services Department Manager in the management and operations of M’Chigeeng Health Services

The position is assigned to serve both a group of people and a functional area, 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 Health Services Department Manager in implementing and carrying out the duties in relation to specific responsibilities, communications, program planning, operational management, and financial planning.
• To supervise the administrative support staff and medical transportation staff
• Record department committee meeting minutes using the standardized format and procedures (as established by the Administrative and Clerical Support Team) 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 health 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 the Department Manager 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 programs/services for M’Chigeeng First Nation.
• Comply and adhere to the M’Chigeeng First Nation personnel policy; and related Department policies.

COMMUNICATIONS

• Record department committee meeting minutes using the standardized format and procedures (as established by the Administrative and clerical support Team) for meeting minutes.
• Maintain a system for recording committee recommendations/motions and a cross referencing system for motions ratified by Band Council; and ensure changes communicated.
• Attend and participate in the Administrative and Clerical Support Working Group on a monthly basis.
• Prepare and copy department meeting packages including meeting motion expectation for inclusion in Band Council meeting packages.
• Upon acceptance by Council of the department’s committee meeting minutes, communicate via memoranda the committee motions for attention by the respective staff person responsible for implementation.
• Prepare notices, agenda, minutes, and meeting packages for the Department Committee.
• 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 Services policies and regulations ensuring these are current and up to date.
• Provide assistance to the DM with keeping abreast of progress by follow up on their behalf with items that have been deferred to the respective Department and Committee.
• Read, distribute, and file funding opportunities for program development and delivery.
• Provide assistance with compiling documentation for the annual submission to Health Canada for Health Transfer Agreement, the activity includes annual planning, budget preparation and implementation.
• Provide assistance to DM 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 achieving the goals and objectives set by MFN Band Council.

Financial Planning

• 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 and 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.
• And all other duties as assigned.

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.