Job Description
Administrative Assistants
Location: Provincial Head Office in Edmonton, AB
Closing Date: August 14, 2023 or Until Suitable Candidates Found
Position Status: 3 Full Time (40 hours/week) Permanent Positions
The Organization
Since its inception in 1928, the Métis Nation of Alberta (MNA) has governed the Métis within Alberta. The MNA is led by a democratically elected Provincial Council, comprised of a Provincial President, a Vice-President, and six regional Presidents and Vice-Presidents. This Council works toward the mandate of the MNA, supporting practices of transparency, accountability, and inclusiveness for Métis Albertans in governments’ policy and decision-making processes. The MNA promotes and facilitates the advancement of Métis people through self-reliance, self-determination, and self-government. For more information about the MNA, visit http://www.albertametis.com.
The Opportunity
The MNA is recruiting for three Administrative Assistants for our growing Admin Team. The Administrative Assistants will assist their respective teams by handling office tasks; in implementing effective filing and finance management processes; making venue reservations and travel arrangements; assisting with program delivery logistics; and generally being a helpful and positive presence in the workplace. The Administrative Assistants will be required to take direction and work intuitively to support the completion of their respective department’s goals and objectives in a professional and culturally appropriate manner.
For a brief description of each department that is hiring for an Administrative Assistant, please refer to the bottom of this Job Posting. Please include a preference with your application.
Key Responsibilities
- Collaborate with the department’s respective Director and Management Team to ensure that administrative activities are delivered in a timely and efficient manner.
- Responsible for administrative and clerical tasks to support the department.
- Coordinate departmental administrative activities in an effective, up to date, and accurate manner.
- Support departmental initiatives through logistical coordination and procurement of materials and supplies for programming and for office use.
- Work cooperatively with all team members to support the achievement of work plan activities, and actively participate in the department’s team meeting and planning sessions.
- Assist in planning, organizing, coordinating, and implementing various operational programs.
- Perform clerical functions such as, receiving visitors, arranging conference calls, and scheduling meetings for department staff or designates.
- Coordinate and organize department meetings and conferences, including venue bookings, catering requirements, setting up audio-visual equipment, and tending to other requirements of department meetings. Set up and prepare for meetings, both virtual and in person.
- Coordinate and confirm community and department team travel, including making hotel accommodations and land and air transportation bookings.
- Prepare, distribute, and appropriately file meeting agendas, records, and meeting minutes.
- Assist in the research and compilation of data for various reports, projects, and briefing notes.
- Prepare and complete internal and external correspondence, including legal documents, forms, letters, reports, presentations, and other documents. Distribute and file as directed. Review all documents, reports, quotes, invoices, and correspondence prepared for Executive or management signatures, and edit and distribute them as directed.
- In collaboration with Supervisors, suggest, develop, implement, and maintain processes and procedures within the department, including but not limited to, input of purchase orders, finance reporting and management, expense claims, travel arrangements, and records management systems.
- Process department finance transactions in Workplace. Prepare PO’s, create cheque requisitions, and submit for payment.
- Assist with administration of MNA Provincial events & programs and coordinate and complete special projects.
- Assist with coverage of main reception when required.
- Develop and maintain constructive working relationships with both internal and external stakeholders, including executive, management, employees, and business and community partners.
- Develop relationships with the Métis community where possible and within an administrative role.
- Present a positive and professional image of the organization when interacting with employees, citizens, visitors, and other external stakeholders.
- Maintain a high level of cultural sensitivity, professionalism, and confidentiality in interactions and with files.
- Other duties as assigned.
Skills and Competencies
- Strong computer skills with aptitude for using new software.
- Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint).
- Proficiency in database applications and administration systems. Ability to adapt to new technology.
- Familiarity with Requisition / Purchase Order software systems is an asset.
- Knowledge of supplies, equipment, and/or services ordering would be an asset.
- Ability to maintain filing systems, databases, and basic minutes management.
- Strong writing, editing, and proofreading skills.
- Sound planning, prioritization, and execution skills.
- Ability to be flexible, adaptable, and work independently.
- Ability to remain organized, multi-task, and manage time effectively.
- Strong political and cultural sensitivity.
- Strong interpersonal skills and ability to establish strong working relationships.
- Exceptional listening, verbal, and written communication skills.
- Recognized strength in supporting teams; providing administrative and clerical support in a way that aligns with, and adds to, organizational capacity.
- Adhere to strong ethical principles including maintaining strict confidentiality of departmental and community information.
- Knowledge of Métis rights, history, culture, and people is a definite asset.
- Most importantly, the successful candidate will have a genuine desire to meet the administrative needs of others.
Qualifications
- Minimum of a professional administrative assistant certificate / diploma / degree.
- Minimum 2 years’ experience in a similar role.
- Experience working in government/on government policies is an asset.
- Previous experience working in within Indigenous organizations is an asset.
- Certificates or experience with concepts of cultural safety and trauma informed approaches is an asset.
Other Requirements
- Position will be based in Edmonton; in-office presence will be required.
- Some occasional travel within Alberta is a requirement. Additional, less frequent, out-of-province travel may also occur, with notice.
- Availability to work evenings and weekends, on occasion, and with notice.
- Must have a driver’s license and an operational vehicle.
To apply for this opportunity, please apply online at http://albertametis.com/careers/
TheMétis Nation of Alberta thanks all applicants for their interest. Only applicants selected for an interview will be contacted. No phone calls please.
Department Descriptions
Human Resources and Corporate Administration
- The Human Resources team supports growth of the MNA in full cycle recruitment/onboarding, administration, compensation and benefits, training and development, employee engagement/relations, employee performance, and health and safety.
- The Corporate Services team supports growth of the MNA in IT support and administration, daily office operations, office services projects, reception, and provincial office custodial services.
Intergovernmental Relations (IGR)
- The Department of IGR works at the Federal level to access opportunities to serve the needs of citizens of the Métis Nation of Alberta in meaningful ways.
Youth Programs and Services
- The Youth Programs and Services department is tasked with increasing engagement and interaction with Métis youth aged 12 -29 within each of the MNA’s six regions. Youth Programs and Services addresses the specific needs of Métis youth to provide a sense of belonging to their community and connection to their culture.
Job Types: Full-time, Permanent
Benefits:
- Casual dress
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Vision care
Schedule:
- 8 hour shift
- Monday to Friday
- Weekends as needed
Work Location: In person
Application deadline: 2023-08-14
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