POSITION DESCRIPTION

POSITION: Office Admin Support SALARY RANGE: $45,000 - $50,000

LOCATION: Enoch, Alberta DEPARTMENT: Administration

Position Summary:

The Office Admin Support position provides front-line administrative, reception, purchasing, and accounts payable support to the organization. The role serves as the primary point of contact for clients, visitors, vendors, and staff, while ensuring the efficient operation of office systems, documentation, communications, records management, purchasing processes, and payment administration.

Responsibilities include reception services, correspondence preparation, filing and records maintenance, office supply and equipment coordination, mail distribution, meeting and board support, document management, vendor payment processing support, and maintaining accurate administrative and financial records. The position works closely with management, finance staff, operational departments, vendors, and external stakeholders to ensure timely, accurate, and qualified administrative services

NATURE, SCOPE AND SPECIFIC ACCOUNTABILITIES:

The position requires proficiency with Microsoft 365 or comparable office productivity software, electronic records and financial systems, virtual meeting platforms, shared calendars, document collaboration tools, and standard office technology. The incumbent must demonstrate strong digital literacy, accuracy, judgement, confidentiality, organization, customer service, written and verbal communication, adaptability, and the ability to manage competing priorities with minimal supervision.

1. General:

· Have a general knowledge of the Alberta First Nations community and be able to work effectively with its members. Provide accurate, timely information and referrals to clients and the general public.

· Maintain reception/foyer, boardroom, and office areas as required.

· Open and close the office and perform related duties.

· Greet and assist clients, visitors, vendors, and community members in a professional, respectful, culturally responsive, and accessible manner. Identify accommodation or communication needs, provide prompt service, and connect individuals with the appropriate staff member or resource.

· Assist at trade shows, conferences, etc., as necessary.

· Follow established procedures for secure cloud-based file storage, system backups, access controls, software updates, and incident reporting. Promptly refer technical issues, suspected security threats, or system interruptions to the designated information technology support provider.

· Other duties as required.

· Support in-person, hybrid, and virtual work arrangements by coordinating room and technology requirements, scheduling online meetings, preparing digital meeting materials, assisting participants with approved collaboration tools, and ensuring remote and on-site staff receive consistent administrative support.

2. Telephone/Clients:

· Answer the telephone promptly and in a friendly, courteous manner at all times.

· Record and distribute telephone messages for all staff members, ensuring accuracy and timeliness.

· Handle routine inquiries and direct all phone calls and voicemail messages to the appropriate individual.

3. General Office Duties:





· Provide administrative support duties as required by the CEO and the Operations Manager

· Maintain accurate company mailing lists, electronic distribution lists, shared contact directories, and client and stakeholder contact information in approved systems.

· General correspondence, forms, labels, envelopes, etc., for staff as required.

· Take accurate staff and board meeting minutes; prepare agendas and meeting materials; record decisions and action items; maintain approved electronic records; and distribute finalized documents within established timelines.

· Use Microsoft 365 or other approved digital workplace tools to coordinate calendars, virtual meetings, shared documents, task tracking, team communications, and electronic approval processes. Maintain organized shared workspaces and follow established naming, version-control, access, and retention practices.

4. Filing - Administration:

· Complete physical and electronic filing on a timely basis. Maintain accurate, organized, searchable records in accordance with organizational policies for file naming, classification, access, retention, archiving, and secure disposal.

· Ensure general correspondence is filed in chronological order.

· Protect confidential, personal, client, financial, and organizational information in all formats. Follow applicable privacy requirements and organizational policies when collecting, accessing, using, storing, transmitting, sharing, retaining, and securely disposing of information, and promptly report suspected privacy or security incidents.

5. Filing – Loans Department:

· Complete filing on a timely basis, ensuring all files are kept in a neat order in accordance with office policy.

· File all client information in an appropriate order in both the credit and security files.

· Update the file inventory lists for distribution annually.

· File the closed and older Paid-Out / Written-Off files in the storage area and maintain exact records of storage box contents.

· Maintain the “Master List” of ‘Paid-Out’, ‘Write-offs’, and ‘Closed’ files.

· Research issues and files as required by the loans and finance staff.

6. Loan Data Processing

· Complete Loans correspondence, forms, labels, envelopes, etc. for the Business Loans Officer as required

· Complete Operations Manager’s correspondence promptly.

7. Cash, Supplies and Office Equipment:

· Prepare receipts for clients’ cash payments and submit the duplicate copy with the deposit. Ensure the client initials all receipts.

· Review levels of office and coffee room supplies and replenish as required.

· Maintain an adequate supply of paper and toner for office equipment.

· Ensure an adequate supply of letterhead, brochures and application forms is maintained for use by the Business Loans Managers.

· Monitor the condition and availability of office equipment and approved workplace technology. Complete basic troubleshooting within established procedures,



document service issues, and coordinate repairs, replacements, or technical support with the appropriate manager or service provider.

· Act as the administrative liaison for the Office Manager in documenting user issues, coordinating service requests, communicating operational needs, and following up on unresolved matters. Do not make unauthorized changes to systems, software, security settings, or user access.

8. Mail:

· Ensure there is adequate postage in the postage meter at all times. Prepare postage replenishment requisition as needed.

· Prepare outgoing mail, registered mail, and outgoing courier information for all departments. Ensure all relevant information is included when preparing mail-outs.

· Date-stamp and record all incoming mail, and circulate the mail file to all staff.

· Provide couriered correspondence to the Operations Manager for review.

· Monitor the general organizational email account, route messages to the appropriate personnel, follow up on inquiries, maintain professional response standards, and report suspected phishing, fraudulent requests, or other security concerns in accordance with organizational procedures.

9. Purchasing and Accounts Payable:

· Receive and maintain copies of approved Purchase Orders for matching and payment processing purposes.

· Match Purchase Orders, vendor invoices, and receiving reports to ensure completeness and accuracy of supporting documentation before payment processing.

· Identify discrepancies between purchasing and invoicing documentation and refer exceptions to management for review and resolution.

· Prepare and organize supporting documentation required for accounts payable processing and approval workflows, and input into the financial system.

· Provide payment documentation and financial information packages to designated signing authorities when requested.

· File vendor payment records and supporting documentation in approved physical or electronic repositories in accordance with organizational records management, privacy, access-control, retention, and secure-disposal policies.

· Mail vendor cheques and ensure Electronic Funds Transfer (EFT) payment confirmations are distributed to vendors on a timely basis.

· Maintain organized purchasing and payment files to support audits, reporting requirements, and management review

10. Miscellaneous:

· Identify opportunities to improve administrative processes, reduce duplication, strengthen service standards, and increase the effective use of approved digital tools. Document procedures, maintain current templates and reference materials, and support staff adoption of updated office practices.

· Assist in all aspects of preparation for Board Meetings, including compiling board kits, arranging for food and beverages, booking of rooms, travel arrangements, scheduling conference calls, etc

· Assist with completion of travel claims

· Assist with completion of annual audits and reviews for Alberta Indian Investment Corporation, Winfire Business Services Ltd, and Indian Equity Foundation

· Miscellaneous duties as assigned by all departments.

Pay: $45,000.00-$50,000.00 per year

Benefits

- Dental care
- Extended health care
- On-site parking
- Paid time off

Work Location: In person

📌 Office Administrator/Receptionist (Parkland County)
🏢 Alberta Indian Investment
📍 Parkland County