Administrative Assistant

Administrative Assistant

We are recruiting for an Administrative Assistant for the political office. This is a full-time, permanent position working 35 hours per week.

The Algonquins of Pikwakanagan First Nation provide the administrative services for the political department to meet the community needs. This role assists the Manager of Political Office in the day-to-day political, and administrative duties and is responsible for the provision of minutes of all meetings.

Responsibilities:

• Takes minutes of all meetings.
• Provides administrative and technical support to the chief and council.
• Provides regular communication with federal and provincial government, internal departments, businesses, agencies, organizations, and the First Nation membership.
• Aligns with the goals and objectives of the Algonquins of Pikwakanagan First Nation.
• Drafts and types correspondence, reports, and memoranda.
• Processes incoming correspondence (regular mail, email, facsimiles, texts, etc.,) and responds to routine inquiries, disseminating information for action.
• Assists the Manager of Political Operations and the chief and council in preparing preliminary written responses on various issues including views and comments of the council in a timely manner.
• Keeps informed of the schedules for the Manager of Political Operations, the chief and council, advises of changes and assists in re-scheduling as required.
• Ensures the scheduling, planning and execution of all arrangements necessary for the preparation of meetings (i.e.: meeting rooms, set up, hospitality etc., and appointments).
• Arranges travel and accommodation and ensures travel requirements are processed and delivered to the appropriate person.
• Ensures appropriate staff receives direction resulting from council meetings in a timely manner.
• Maintains a bring forward system for all materials relevant to the chief and council’s responsibilities and duties, council meetings (general government, treaty, and self-government negotiation), committees, boards, notices of meetings, etc.
• Implements, organizes, and maintains a records management system.

For a complete job description, please contact the human resources department.

• Successful completion of post-secondary education in an administrative assistant or clerical field of study, or the successful completion of a secondary school education diploma with relevant culturally appropriate experience in an office environment
• A minimum of a valid class G driver’s license and access to a dependable vehicle

• Pension plan
• Paid sick days
• 4% vacation
• Holiday shutdown
• 14 provincial and federal statutory holidays
• Half days on Fridays before holiday Mondays
• Health spending account (i.e. dental, vision, prescriptions, etc.)
• Milestone recognitions and rewards

Closing: Friday, October 11, 2024 at 12:00pm.

When applying, please include “Administrative Assistant – Political Office” in the subject line of your email.

Application Procedure: Interested persons must submit a resume demonstrating that they meet the requirements outlined and the names and day contact telephone numbers of three references.

Screening Procedure: The best-qualified candidate will be defined and determined so as to include the following:  provided the candidate meets the basic requirements of the position and is deemed qualified following the interview process, preference will be given to the qualified indigenous person who is an Algonquin; then to, the qualified indigenous person; then to, the qualified non-indigenous candidate.

Interviews: Interviews will be conducted in-person or virtually by Teams Meeting. AOPFN has the right to shortlist for interview and assessment purposes to the five most qualified persons and typically establishes an eligibility list.

We are committed to achieving employment equity and developing a highly capable workforce that is representative of Canadian society. We therefore encourage women, Indigenous peoples, persons with disabilities, and members of visible minority groups to apply and declare themselves as part of one or more of the above-mentioned employment equity designated groups.

AOPFN is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity or testing, you should advise the recruitment representative in a timely fashion of the accommodation measures that must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

Please allow for 24 hours to receive a ‘Confirmed Receipt’ of your application submission should you apply via email.

Email: HR@pikwakanagan.ca
Website: www.pikwakanagan.ca