Office Coordinator – Two (2) Year position with possibility of permanency – 37.5 hours per week
Job Summary
Under the general direction of the Band Administrator the Office Coordinator effectively carries out administrative and communications functions in accordance with the strategic direction set by Chief and Council. The Office Coordinator must have excellent administration and organizational skills, as well as, a pro-active approach to initiating and following through with a variety of tasks, that are intended to continuously improve the operation of the Band office. The Office Coordinator provides support for Council, arranging meetings, providing agendas, notifications, compiling documents, developing briefing notes and preparing packages to keep Council informed and able to govern.
Duties and Responsibilities
Administration
1. Provides reception services for the office, tracking the whereabouts of staff, attendance information and providing messages or information when staff are away
2. Performs general administrative duties including maintaining filing/tracking systems and bulletin boards, faxing, photocopying, data entry, and word processing of correspondence and other documents
3. Arranges for servicing of office equipment and orders office supplies
4. Picks up and delivers mail to post office daily
5. Maintains a log of correspondence, all cash and cheques received, deliveries and other information
6. Maintains the office calendar recording governing body and management meetings, events, and critical deadlines; coordinates boardroom booking system; maintains staff “in/out” board
7. Arranges staff activities including staff meetings and community events
8. Maintains up-to-date fling system
9. Improves HBFN’s administrative processes
10. Other duties as required.
Communications
1. Updates and develops forms, brochures, newsletters, posters, and reports as needed
2. Develops a quarterly newsletter and solicits input from across the organization to keep community members informed
3. Manages website, keeping information current.
4. Manages Facebook page and other social media as developed.
Council Support
1. Prepares for meetings including organizing agendas, notifications, compiling documents, developing briefing notes and preparing packages
2. Maintains listing and files of all Band Council Resolutions (BCRs)
3. Tracks Council action items, who has been assigned and deadlines, provides reminders as necessary
4. Coordinates meetings and/or travel schedules and makes travel arrangements
Health & Safety
1. Provides the role of Safety Representative for HBFN, responsible for overseeing a safe and healthy workplace, dealing with health complaints, and maintaining adequate records of accidents, injuries and health hazards.
2. Meets with the Band Administrator to address health and safety complaints or concerns
3. Participates in all inquiries, investigations, studies and inspections concerning the health and safety of employees
4. Participates in the implementation planning of changes that may affect occupational health and safety, including work processes and procedures, participates in the implementation planning of those changes
5. Inspect part of the workplace each month, so that every part of the workplace is inspected at least once each year, and
6. Participates in the development of health and safety policies and programs
7. Takes training to ensure that knowledge and skills are up to date to do this role
8. Updates and provides information to community members in emergencies as necessary.
Membership Clerk
1. Processes membership applications in accordance with the Membership Policy
2. Prepares documentation for vote at General Membership meetings
3. Maintains the Indian Register and the Band list of members
4. Tracks events (age of majority, births, deaths, marriages and divorces, transfer of child on divorce, miscellaneous additions or amendments) which affects the Indian Register and Band list and obtains documents to verify these events.
5. Reporting appropriate events to update the Indian Register.
6. Processing certificate of Indian Status (i.e. issuing Status Cards)
7. Follow the policies and procedures manual for administering the membership program.
Qualifications
Education:
1. Certificate or diploma in administration or related discipline
2. Certification in Microsoft Office Programs
Skills and Abilities:
1. Typing speed of 55 words per minute
2. Proficiency in the use of computer programs for word processing, databases, spreadsheets, email and the internet, to the intermediate level (capable of using a large number of functions and feel confident using the program)
3. Must have strong administrative, organizational and communication skills
4. Ability to take direction, meet deadline and have attention to detail
5. Ability to understand, learn and apply health and safety information and investigations
- Ability to deal tactfully and effectively with clients, customers, suppliers, and co-workers and keep information confidential
- Recognizes and respects all cultural diversity and has an understanding of Aboriginal culture
- Ability to understand medical terminology
Experience:
- Two to three years administrative, clerical or coordination experience
Working Conditions:
- Office environment: most services are provided immediately; the employee must be aware of the sensitivity, confidentiality, and urgency of requests while balancing other work commitments
- Receives minimal supervision with less frequent direction and review of the work performed
Conditions of Employment:
- Must be able to obtain and maintain a Criminal Records Check
- Must be able to obtain and maintain a valid BC Driver’s License
- Must provide a vehicle in good operating condition and appropriate vehicle insurance
Closing Date: September 1 2019
Email: HBFN Office <office@hbfn.ca>
