Administrative Assistant

Company: Six Nations of the Grand River

ADMINISTRATIVE ASSISTANT-063-25-3

Administration, Wellbeing

Full-Time

 

Applications will be received by Six Nations of the Grand River and Grand River Employment & Training (GREAT) up until 4:00 p.m. EST, Wednesday, March 26, 2025, for the Administration Assistant position with Administration, Wellbeing, Department.  The Six Nations of the Grand River Application for Employment Form, Job Posting, and Job Description are available for printing from the www.greatsn.com website.  Online applications are accepted through My Job Search. NO LATE APPLICATIONS ACCEPTED.

 

Applicants from Six Nations and other First Nations will be given preference to deliver programs and services in a First Nations community.

 

JOB SUMMARY: Reports to and receives functional and direct supervision from the Office Manager, Administration, Department of Well-being.

 

Reporting to the Office Manager, Administration, the Administrative Assistant is a member of the Department of Wellbeing Administration Team and is responsible to provide administrative and technical support in the planning, organization, coordination and day-to-day operations of the administrative processes of the department.

 

In collaboration with the Administration Team, the Administrative Assistant is responsible for receiving and greeting all incoming calls and visitors to the Department of Well-being, directing inquiries to the appropriate person and/or department.  This includes providing administrative support to the Office Manager and Senior Leadership Team as required.   The Administrative Assistant follows the internal and external guiding principles, as well as ensuring compliance with all applicable organizational and departmental policies, procedures, and standards. 

 

In addition, the Administrative Assistant will also accept responsibility for fostering an environment that encourages teamwork, professionalism, respect and the participation of all staff to continuously improve the effectiveness and efficiency of services.

 

Type	Full-Time
Closing Date	March 26, 2025
Hours of Work	35hrs/week
Wage	Min $46,300/year

*A competitive compensation package will be offered commensurate with qualifications. *

 

 

BASIC QUALIFICATIONS:

• Graduate of Community College Diploma in Office Administration; OR
• Business Diploma or equivalent, and two (2) years’ experience in Office Administration.
• High level of computer skills – Microsoft Office including Microsoft Word, Microsoft Excel, Outlook, and Teams
• Strong organizational, time management and problem-solving skills.
• Strong interpersonal, verbal and written communication skills.

 

SUBMISSION PROCEDURE: (Choose one method ONLY):

 

Method #1:  Online

1. Please visit: My Job Search to access our job board and follow the directions to apply.
2. Please ensure all required documents are provided/uploaded with your application package, which includes:
   1. Cover letter including your band name and number (if applicable). Please indicate in your letter how your education and experience qualify you for this position.
   2. Recent resume clearly identifying that you meet the Basic Qualifications of this position as stipulated above.
   3. Copy of your education diploma/degree/certificate and transcript.
3. If you have any questions or need assistance, please reach out to Eniola Owoso, Human Resources Business Partner at 519-445-2223 ext. 5716 or via email at HRBP3@sixnations.ca.

 

 

Method #2: GREAT – Applications must include all of the following:

1. Printed, filled in and authorized Six Nations of the Grand River Application for Employment Form.
2. Cover letter including your band name and number (if applicable). Please indicate in your letter how your education and experience qualify you for this position.
3. Recent resume clearly identifying that you meet the Basic Qualifications of this position as stipulated above.
4. Photocopy of your education diploma/degree/certificate and transcript.
5. Place all documents listed above in a sealed envelope and mail to or drop off at:

 

Administrative Assistant – Full-Time – 063-25-3

                                           c/o Reception Desk

                                           Grand River Employment & Training (GREAT)

                                           P.O. Box 69, 16 Sunrise Court

                                           Ohsweken, Ontario N0A 1M0

 

 

 

 

 

 

 

 

 

 

 

POSITION DESCRIPTION – Department of Well-being

 

POSITION TITLE:             Administrative Assistant

 

REPORTING RELATIONSHIP:

 

Reports to and receives functional and direct supervision from the Office Manager, Administration, Department of Well-being.

 

PURPOSE & SCOPE OF THE POSITION:

 

Reporting to the Office Manager, Administration, the Administrative Assistant is a member of the Department of Well-being Administration Team and is responsible to provide administrative and technical support in the planning, organization, coordination and day-to-day operations of the administrative processes of the department.

 

In collaboration with the Administration Team, the Administrative Assistant is responsible for receiving and greeting all incoming calls and visitors to the Department of Well-being, directing inquiries to the appropriate person and/or department.  This includes providing administrative support to the Office Manager and Senior Leadership Team as required.   The Administrative Assistant follows the internal and external guiding principles, as well as ensuring compliance with all applicable organizational and departmental policies, procedures, and standards. 

 

In addition, the Administrative Assistant will also accept responsibility for fostering an environment that encourages teamwork, professionalism, respect and the participation of all staff to continuously improve the effectiveness and efficiency of services.

 

KEY DUTIES & RESPONSIBILITIES:

 

1. TECHNICAL FUNCTIONS:

 

• Ensures that the Six Nations Department of Wellbeing reflects a high degree of professionalism in planning, developing, and delivering activities.

 

• Analyzes and tracks all incoming and outgoing mail, memoranda, financial submissions, and reports, and ensures they are distributed to the appropriate personnel.

 

• Maintains lists of vendor accounts to ensure lists are current and accurate for distribution to vendors.

 

• Assist the Office Manager of Administration to ensure that the monthly Visa Reconciliation is completed accurately and on time for Senior Managers.

 

• Types and distributes correspondence, minutes, letters, memos, and dictation.

 

• Supports the organization of staff training when required for the Department of Well-being administration staff.

 

• Provide support to program managers, supervisors, and administration staff regarding utilization of DocuSign.

 

• Organizes administration of offsite meetings.

 

• Processing of documents and reports as required.

 

• Attend meetings as required.

 

• Maintains a current and accurate administrative procedures manual.

 

• Maintains a list of Department of Well-being staff, personnel records, as well as employment related documentation when received.

 

 

2. COMMUNICATION AND LIAISON FUNCTIONS:

 

• Acts as a resource to the Office Manager, Administration, Senior Managers and program staff regarding administrative support, within parameters of the Six Nations of the Grand River Employment Policy pertaining to confidentiality.

 

• Professional communication with all Six Nations of the Grand River departments upon request and when received.

 

• Liaise with external agencies, family service agencies, and the public on behalf of the Department of Well-being Department as inquiries are received.

 

• Provides support in identifying problems or gaps and recommended solutions to the Office Manager – Administration, Senior Manager of Administration, and/or Director of Wellbeing.

 

• Assists and supports the planning, organization, and delivery of functions/activities of the Department of Well-being as approved by the Office Manager of Administration, Senior Managers and/or Director of Well-being.

 

• Promotes positive internal and external liaison between health agencies, through professional conduct and communication.
• Receives, documents, and tracks public inquiries for assistance and information and directs these to the most appropriate person/department. Where inquiries are of a sensitive and/or confidential nature, they must exercise discretion and sound judgement.

 

• Act as a resource to Department of Well-being Administration office staff regarding administrative matters to ensure quality as per Six Nations of the Grand River policies and procedures as well as departmental policies and procedures.

 

• Provides leadership in assessing and identifying problems and trends and providing new solutions and positive initiatives to streamline operations.

 

• Provide clarity and support regarding departmental policies specific to the Department of Well-being as needed.

 

3. ADMINISTRATIVE FUNCTIONS:

 

• Ensures that the Department of Well-being reflects a high degree of professionalism in planning activities such as meetings, completion of minutes and follow-up activities related to meetings.

 

• Performs clerical duties which include preparing, typing, copying, mailing, or receiving and faxing letters, reports, notices, invoices, and filing.

 

• Ensures that all outgoing correspondence is professional in nature, free of spelling errors, grammatically correct and complete with all required information.

 

• Performs general clerical duties, including telephone operations, facilitating boardroom bookings internally and externally, referrals, greeting clients and visitors. This includes ensuring that the administration reception area is clean, organized and clutter-free.

 

• Processes financial requests – petty cash, Portfolio VISA requests, and Accounts Payable.

 

4. OTHER FUNCTIONS RELATED DUTIES:

 

• Performs other job-related duties as may reasonably be required by the Office Manager of Administration.
• Provides support for the Six Nations Emergency Measures Plan by ensuring awareness of the Emergency Measures Plan and assistance as instructed by the Director of Well-being.
• It is the responsibility of the employee to be aware of and adhere to all policies and procedures, including those that relate to client safety, staff safety and risk management.

 

 

WORKING CONDITIONS:

The Administrative Assistant is a high-profile position with extensive public contact and is subject to deadlines and interruptions.

 

Work may at times be subject to unscheduled hours.

 

WORKING RELATIONSHIPS:

 

With the Office Manager of Administration:

Receives direction, guidance, encouragement; discusses plans and priorities as it relates to supporting the Department of Well-being programming.

 

With the Senior Manager of Administration, Senior Managers and/or Director:

 

Receives direction and guidance in providing administrative and secretarial support for the administrative and operational responsibilities regarding implementation of the Department of Well-being programs.

 

With Other Program Managers and Staff:

           Promotes courtesy, co-operation and teamwork with all staff.

 

With External Agencies:  

Represents and promotes Six Nations interests relative to the Department of Well-being; maintains awareness of legislative policy and program changes; seeks to develop close working relationships.

 

With the Public:

Represents and promotes the Department of Well-being interests of Six Nations of the Grand River; working in a courteous, co-operative, positive and professional manner, providing information as required.

 

STATEMENT OF QUALIFICATIONS:

 

KNOWLEDGE AND SKILLS:

 

Minimum Requirements:

 

• Graduate of Community College Diploma in Office Administration; OR

 

• Business Diploma or equivalent, and two (2) years’ experience in Office Administration.

 

• High level of computer skills – Microsoft Office including Microsoft Word, Microsoft Excel, Outlook, and Teams

 

• Strong organizational, time management and problem-solving skills.

 

• Strong interpersonal, verbal and written communication skills.

 

Other Related Skills:

 

• Excellent attention to detail and accuracy.
• Highly organized and able to meet deadlines.
• Able to multi-task in a fast-paced environment.
• Strong organizational and problem-solving skills.
• Demonstrated ability to work well in a collaborative team environment.
• Understands the importance of confidentiality.
• Ability to work with tact and discretion.
• Good knowledge of the Six Nations of the Grand River community and highly sensitive to Six Nations culture.

 

IMPACT OF ERROR:

 

Errors in judgement and in the conduct of duties could lead to loss of credibility, poor public relations, confusion, duplication of effort and misinformation being given to the Director of Well-being, Six Nations of the Grand River Elected Council, Government Agencies and the public.

 

CONTROL:

 

Guiding principles set by the Department of Well-being and Six Nations of the Grand River Elected Council. Works within the administrative policies and procedures established by the Six Nations of the Grand River Elected Council for the Department of Well-being and other legislation provided by the respective governments.