Office Assistant

Office Assistant

Position Summary
Reporting to the Operations Manager, The Office Assistant provides general administrative support and is the first point of contact for callers and visitors.

This is a Full-Time position located in Victoria.
The start date is immediate.

Primary Responsibilities and Accountabilities Front Desk Reception (5%)
– Answers phones and take appropriate action to the callers’ needs
– Open and distribute mail
– Welcomes visitors to the office and ensures their comfort
– Responsible for taking outgoing mail to the Post Office
– Go to various websites (Fortis/Shaw/ BC Hydro etc.) and print the current invoice

Internal Communication (2%)
– Serves as a key point of contact between the main office and sub-offices
– Update Google Staff Calendar
– Forwards referrals to TTA Consultant

Digitizing Documentation (59%)
– Scanning various financial related documents – for use in our archival system
– Scanning different historical and research documents – for use in our archival system
– Scan Referrals for Digital filing – for use in our archival system
– Naming Scanned Documents – for use in our archival system

Office Support (8%)
– Load (4 pm) /unload (8:30) am Dishwasher
– Load paper into the copier drawers & replace toner
– Order stationery and other office supplies including kitchen and bathroom supplies for main office and satellite offices. Complete purchase orders and, when received, verify charges are correct
– Ensure all office areas are kept neat and clean
– Ensure all COVID-19 restrictions are being observed, including sanitizing after each visit and at the end of every day – Maintain Petty Cash

Administrative Support (16%)
– Provide administrative support as needed to main office staff
– Prepare for in house meetings, including providing refreshments and meals
– Prepare meeting kits for various meetings based on the meeting agenda
– Set up the Boardroom for various meetings.
– Clean the Boardroom following the meeting
– Maintain and reconcile petty cash for the main office
– Transcribe verbatim from recorded meetings
– Assist with large mailouts (approximately 700 pieces of mail to be folded & stuffed into an envelope)

Accounts Payable Duties (10%)
– Code Invoices
– Type Cheque Request & attach to invoice
– Enter invoices into Sage Accounting System
– Stuff signed Cheques into mailing envelopes
– Other related duties as assigned
– Secondary Responsibilities and Accountabilities
– Learn the process of scheduling meetings. To assist and fill in when Scheduler is out of office.
– From time to time, this position may provide support to other areas of TTA or assist with special
projects

Knowledge, Skills, and Abilities
– Well-developed verbal communication and interpersonal skills.
– Skilled at listening and paying attention to the details.
– Good member service skills. Friendly, positive, responsive, professional and helpful.
– Basic computer skills, including MS Office (Word, Excel, Outlook and PowerPoint).
– Well-developed office administration skills, including filing and filing systems, operating office equipment and technology, cash handling
– Ability to take accurate and concise meeting minutes
– Well organized and proactive with solid time management skills. Ability to multi-task.
– Ability to maintain confidentiality.
– Basic understanding of the BC Treaty Process
– Able to work independently with minimal day-to-day supervision as well as work within a collaborative team framework
– Respect for TTA Member Nations’ culture and protocols

Training, Education, and Experience
– Grade 12 plus or including computer skills and office administration courses
– 1-2 years prior experience in office administration
– Experience or training in minute taking
– Experience working with an Indigenous community
– Valid class 5 B.C. driver’s license and access to a vehicle are required