Housing Administrative Assistant Intern, $18.00 per hour
The West Moberly First Nations (WMFN) is located a 35 minutes drive/40 kms northwest of
Chetwynd, BC at the west end of Moberly Lake. The area is surrounded by the lake and rivers,
trees and mountains. Our community values its mission which is to positively enhance the
procession of West Moberly First Nations ethics with respect, honesty, fairness, integrity and
self motivation by promoting open communication with members, Chief & Council and staff.
About the position
The Housing Administrative Assistant Intern (Trainee) is a Canadian Mortgage and Housing
Corporation (CMHC) funded position under their Housing Internship Initiative for First Nation
and Inuit Youth (HIIFNIY) Program; where the incumbent Trainee must be of First Nations or
Inuit Youth, aged between 15 and 30 years old at the beginning of the Program. Although for
this position due to some of the licensing and training requirements, the preferred candidate will
be 19 years old or older.
The Trainee does not have to live in a First Nations or Inuit community. However, they cannot
be employed somewhere else during the internship or receive Employment Insurance while in
the Program. If the Trainee is already receiving EI benefits, they must discontinue them before
starting the internship. The Program will last for less than one year (maximum of 50 weeks),
with potential for extension for up to an additional year (based on approved annual
applications).
The goal is for the Trainee to evolve into a permanent, full-time position as a Housing Administrative Assistant for WMFN at the end of the Internship. The Trainee is responsible for the administrative and secretarial support to the West Moberly First Nations (WMFN) Housing & Capital Projects Manager and will also provide assistance and
support to the Housing and Operations Maintenance Supervisors. This role coordinates the administrative work of the Housing, Operations & Maintenance, and Capital Projects Departments, to ensure the office and work runs smoothly.
Responsibilities:
Comply with submission of:
o Criminal Records Check, including Vulnerable Sectors.
o Current driver’s License and Driver’s Abstract.
o Oath of Confidentiality; and
• Take direction from Housing & Capital Projects Manager, and/or the Housing Maintenance Supervisor and Operations & Maintenance Supervisor.
• Advise Housing & Capital Projects Manager, Housing Maintenance Supervisor and Operations & Maintenance Supervisor of any deficiencies within the Capital Projects, Housing or Operations Maintenance Departments.
• Provide procurement assistance in keeping inventory of supplies replenished as needed for Capital Projects, Housing Maintenance and Operations & Maintenance.
• Provide quality control of the Community Communications to its members from the
Capital Projects, Housing and/or Operations & Maintenance Departments.
• Other capital projects, housing and operations’ administrative duties as requested; and
• Comply with all WMFN Policies, procedures, and protocols.
Administration:
• Create and maintain effective administrative systems and procedures for the Housing
and Operations & Maintenance Departments, including central files of all documents for
Housing & Capital Projects Manager.
• Update Housing & Capital Projects Manager’s calendar, ensuring appropriate staff are
included in applicable meetings.
• Provide issues management support by anticipating, identifying, monitoring, analyzing,
and responding to issues effecting the Housing and Operations & Maintenance
Departments.
• Provide quality control of contents, formats and presentations of Briefing Notes, Decision
Notes, Monthly Arrears Reports, Band General Reports, Annual General Meeting
Reports and correspondence.
• Assist the Housing & Capital Projects Manager, Housing and Operations & Maintenance
Supervisors with filing, records management, information gathering, correspondence,
communications, minute-taking, procurement, scheduling, travel arrangements, etc. as
directed:
o Some of this work may entail working with the Finance Dept. in gathering
information for reports, and to input information directly related to Housing into
the Finance information systems.
• Organize detailed and complex travel and meeting arrangements, ensuring the Housing
& Capital Projects Manager, Housing and Operations & Maintenance Supervisors are
adequately prepared for meetings by anticipating needs and coordinating staff to
undertake appropriate action in order to meet needs of meetings.
• Organize and prioritize material for approval/review and ensure that urgent matters
receive the Housing & Capital Manager’s prompt attention.
• Assist with planning and implementing both oral and written communication, edit
correspondence, receive advice from other programs and ensure all relevant staff are
kept up to date.
• Take detailed messages when the Housing & Capital Projects Manager or the Housing
and Operations & Maintenance Supervisors are not available to take a phone call and
ensure the receive any urgent messages or fax within in a timely manner; and
• Prepare membership monthly newsletter with highlights of the month, Housing and
Operations & Maintenance reports, contact names for additional information, etc.
Meetings:
• Organize meetings, ensuring agendas are prepared, research completed and the Housing & Capital Projects Manager and/or the Housing and Operations & Maintenance Supervisors are prepared with appropriate materials and logistics are considered; and
• Prepare agenda for meetings, attend and draft minutes, ensuring all outcomes/directives are communicated to the Director of Operations and ensure copies are appropriately distributed.
General Office Duties:
• Liaise with outside agencies and contractors, vendors and/or delivery personnel, public,
membership, clients and WMFN staff.
• Maintain adequate office supplies and develop forms, notices, and business cards.
• Refer membership inquiries to appropriate department or individuals.
• Provide general computer support to the Housing & Capital Projects Manager and the Housing and Operations & Maintenance Supervisors.
• Ensure Housing & Capital Projects Manager and Housing and Operations & Maintenance Supervisors have current names and mailing addresses for membership.
• Ensure all work is done in accordance with the West Moberly First Nations Policies,
procedures, and protocols.
• Maintain a professional office environment, including tidiness, appropriate recycling, etc.
• Maintain client/member information.
• Verify goods and/or services have been received and appropriate spending authority has
been exercised.
• Review documentation to ensure completeness and appropriate calculations are accurate and that financial coding is correct, identifying discrepancies such as wrong account numbers, amounts missing and missing signatures.
• Answer all inquiries from contractors regarding status of payment of invoices, billing procedures and general contractors regarding status of payment of invoices, billing procedures and general contract administration; and
• Process rent/mortgage payments, ensuring proper account coding and written receipts are provided. Advice housing department of all payments made.
Other Duties
• Reconcile accounts and prepare reports.
• Assume responsibility of finance department in the absence of the Finance Manager.
• Assist with data entry.
• Maintain capital asset documentation.
• Help develop and/or maintain a tracking system for all department budgets.
• Other duties as requested.
Competencies and Skills:
Education and Work Experience:
• Post-secondary education or formal training in office administration preferred.
• Post-secondary education or formal training in accounting and/or bookkeeping preferred.
• Previous administration experience, preferably within a First Nations environment is
preferred; and
• Understanding or willingness to learn of First Nations Governance.
Knowledge, Skills and Abilities:
• Clear and concise phone manner and communication style both verbally and in writing.
• Organizational skills to effectively prioritize workload and meet deadlines.
• Effective interpersonal and organizational skills and the ability to maintain effective working relationships.
• Ability to handle confidential information with tact and discretion.
• Working knowledge of basic record keeping and bookkeeping/accounting procedures.
• Ability to work effectively, both independently and as part of a team; and
• Skills using a variety of computerized software packages such as Microsoft Office Suite
(e.g., Excel, PowerPoint), related databases and Internet.
What We Offer
A flexible work life, 70 hours every 2 weeks, including possible evening and weekend hours, a competitive salary with the opportunity to learn and lead this very important program for our Nation.
How to Apply
Interested candidate must be between 15 years old and 30 years old to qualify for this position. Please email their cover letter, along with a resume, as soon as possible but by no later than September 11, 2020, to housing@westmo.org. We thank all applicants for their interest, however only individuals selected for an interview will be contacted.