Administrative Assistant/Receptionist – Job Description

 

 

  • Greet and welcome people and visitors to the band office, answer phones and direct them to the right department and/or provide answers to external inquiries
  • Cheque requisitions
  • Personal E-mails with delegated work from C&C, Aleki Tuivai or Trish Herrera
  • Pick up and sign for registered mail/send/receive/sort/log mails
  • Respond to daily inquiries via email, fax, and post office mailing
  • Administrative and office support activities for multiple supervisors
  • Prepare invoices
  • May assist with overflow work from administrative assistants
  • Maintain filing system for all financial and administration information
  • Make community notices
  • Update & create office paperwork
  • Clean & organize office
  • Pocket Cheques
  • Prepare and issue fishing permits during fishing season
  • Assist in the preparation of annual audit precession
  • Attend various workshops for band programs when needed
  • Maintain working area clean and in order at all times and perform janitorial work when needed
  • Collect and calculate timesheets and travel forms
  • Prepare social assistance budget & decision forms, applications – new & existing clients
  • Search/attain proposal packages and/or grants, finding submission deadlines
  • Emergency Management Training
  • Audit Preparedness: search all files from payables, payroll, SA, post-secondary looking for inaccuracies, tagged for signatures and forwarded to appropriate persons
  • Re-organize payroll, payables, SA, & post-secondary files by cheque date and then pull paperwork dated from April 1st 2014-March 31st 2015 and file in Banker Boxes for auditors and start new fiscal year
  • Assist auditors
  • Work within Spuzzum First Nation Policies & Guidelines
  • Work Within Spuzzum First Nation Code of Confidentiality
  • Other administration duties that may be allowed by existing workload