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Administrative Assistant - General

Job Description

Term 4 Months

GENERAL DESCRIPTION:

The Administrative Assistant provides centralized administrative support for the Tribal Government & External Affairs Department IRS Unmarked Burials Project under the Directors supervision. The position supports the Director, Project team leads and staff by administering approved project systems, organizing records, processing financial documentation and coordinating logistics.

ORGANIZATIONAL RELATIONSHIPS:

- Reports directly to the Tribal Government & External Affairs Director

AREA OF SUPERVISION:

- Positions that report directly to the Administrative Assistant include:

None

MAJOR DUTIES AND RESPONSIBILITIES:

• Performsall duties in accordance with Blood Tribe Administration Policies and Procedures.

• Supportsmeeting, engagement and event logistics, including rooms, invitations, travel, catering and meeting packages. Records and transcribes meeting minutes as required.

• Processes and tracks invoices, purchase orders, travel claims, expenses and other financial documentation.

• Assists with assembling reports, briefing notes, presentations and other project documents as directed by the Director.

• Keeps project contact lists current, handles routine correspondence,
  
  
  
  screens calls and takes messages.

• Administers the approved project calendar and tracking tools, entering deadlines and updating deliverable and action-item status based on updates from the Director, and Project team leads.

• Organizes and files correspondence, meeting records, contract deliverables, approvals and other project documentation.

• Administers the approved filing system/server by filing records in the correct locations, applying established naming conventions and version controls, updating file inventories and identifying missing or misfiled records.

• Supports implementation of the approved project data management plan for administrative records only, following approved procedures, updating document inventories and file-transfer records, and identifying gaps for follow-up.

• Organizes supporting documentation for project and CIRNAC reporting and assists with compiling information as directed by the Director.

• Assists in filing and tracking contracts, agreements, deliverables and administrative deadlines. Provides other administrative support as assigned.

• Assists with other Tribal Government projects and events from time to time and undertakes responsibility for tasks as assigned.

• Performs other related duties.

NECESSARY KNOWLEDGE,



ABILITIES AND SKILLS:

• Self-motivated and able to work independently within assigned responsibilities.

• Strong organizational and record-keeping skills, with attention to accuracy and detail.

• Excellent verbal and written communication skills.

• Courteous and qualified, with strong interpersonal skills.

• Proficiency in Microsoft Office, including Outlook, Word and Excel.

• Proficiency in data management software.

• Experience in project administration, electronic records and document management

• Experience working with confidential and sensitive information is required.

• Ability to handle confidential records with discretion and follow approved access procedures.

• Basic bookkeeping knowledge and skills to process payables and invoices.

• Strong time management skills and ability to track deadlines.

• Understanding and appreciation of Blood Tribe culture, traditions and protocols.

• Ability to communicate effectively in the Blackfoot language would be considered an asset.

Qualifications

NECESSARY TRAINING AND EXPERIENCE:

• Must have a two-year Administrative Assistant Diploma with a minimum of three years related administrative experience; or an equivalent combination of education, training and directly related administrative experience may be considered.
• Must have a valid drivers license and a reliable mode of transportation.