Purpose:

Is responsible to provide administrative support and secretarial services to the Public Works Unit; acts as the key liaison with the Mohawk Council of Kahnawake (MCK) Payroll Department to rectify payroll adjustments and corrections.

Roles & Responsibilities:

To provide administrative assistance to the Public Works Unit

- Collects, distributes and prepares the daily mail and interoffice memos for pickup by the MCK Mail Clerk/Receptionist.
- Delivers time sensitive documents to the MCK main office (and items not handled by the Mail Clerk).
- Types correspondence, reports, statements.
- Handles photocopy and facsimile requirements for office personnel.
- Cashes reimbursement cheques for petty cash expenses.
- Sets up and maintains the filing system for Public Works correspondence.
- Assumes the responsibility of the Town Garage Manager or Daily Transportation Manager in their absence on a short- term basis (one or two days).
- Acts as the timesheet admin for the timesheet software.
- Ensures a professional office environment is maintained.

To gather, monitor, verify and compile the expenses for Public Works

- Is the designated person that processes requisitions and requests purchase order numbers from the MCK Accounting Department.
- Receives orders, compares packing slips against purchase order form and identifies short shipments, backorders or incorrect materials.
- Obtains approvals from the managers, or the Director when exceeding the managers’ approval limit, for invoices to be paid and keeps copies of the approved invoices.
- Compiles the requisition form,



purchase order form, approved invoices and cheque requisition form into an individual purchase record for audit purposes.
- Tracks all MCK credit card purchases by Public Works.
- Stamps purchase documents as completed.
- Advise the Director of Public Works of any extraordinary expenses.
- Makes adjustments to cost expenditure entries where justified and requested by Public Works managers.
- Responds to requests from Accounting for accounts receivable transactions

To provide receptionist services to the Public Works Unit

- Answers and forwards calls to the proper personnel.
- Records telephone messages and forwards on a timely basis.
- Stays informed of the managers’ whereabouts at all times.
- Ensures proper information is communicated to any back-up personnel during lunch hours and other absences from the office.
- Maintains a neat and clean reception area at all times.
- Greets and directs any visitors for appointments, meetings and provides information.
- Provides information about programs and services to the public.

Education & Experience:

- DEP in Secretarial Sciences, plus one (1) year relevant experience.
- High School Diploma, plus three (3) years relevant experience.





Knowledge, Skills, Abilities:

- Knowledge of general office operations and procedures.
- Sound administrative and secretarial and organizational skills.
- Knowledge of Microsoft 365 applications; Outlook, Teams, Word, and Excel.
- Good judgement and problem-solving skills.
- Accurate record keeping skills.
- Sound oral, written communication skills.
- Principle standards for and controlling multiple project accounts and budgeting techniques or other software tools.
- Sound knowledge of the MCK Admin. Manual Personnel Policy and Public Works departments.
- Conducts business with internal and external clients in a tactful, discreet and courteous manner.
- Maintains confidentiality.
- Adhere to the MCK Administration Manual-Personnel Policy and Kanien’kéha Language initiatives.
- Ability to communicate in the Kanien’kéha and French languages is an asset.
- The willingness to learn the Kanien’kéha language.

Working Environment:

- Five-day work in an office environment.
- Moderate stress due to workload.
- Occasional overtime.

Perks:

- Organizational events
- Pension
- Disability insurance
- Employee assistance program
- Extended health care (telemedicine, health professionals, etc.)
- Life insurance
- On-site parking
- Wellness program
- 20 vacation days
- 15 wellness days

*Benefits evolve and can be subject to change.

Requirements:

- Only candidates selected for an interview will be contacted.
- Preference will be given to Indigenous candidates.

📌 Administrative Assistant (Canada)
🏢 Mohawk Council of Kahnawà:ke
📍 Canada