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Administrative Assistant-Blood Tribe Trusts - General

Posted: Oct 25, 2024
Closing Date: Nov 12, 2024
Job ID: Tribal Government

Job Description

RE-POSTING

Permanent/Part-time (24 Hours per week) - Term 2 Years with possible extention

Blood Tribe Trusts

Blood Tribe Mismanagement of Assets Specific Claims Trust, the Blood Tribe Cattle Claim Long Term Investment Trust and the Kainaiwa/Blood Tribe Timber Limit Reserve 148A Specific Claim Trust

GENERAL DESCRIPTION:

The Administrative Assistant provides administrative support to the Business Operations Manager performing duties such as records management; filing, scheduling meetings, typing letters, memos, reports, taking and transcribing minutes; processing invoices, payables and other expenses; and making travel arrangements for the Business Operations Manager and the Trustees.

ORGANIZATIONAL RELATIONSHIPS:

-           Reports to the Business Operations Manager and the Trustees

 

AREA OF SUPERVISION:

-           None

                       

MAJOR DUTIES AND RESPONSIBILITIES:

 

· Performs all duties and responsibilities in accordance with the Blood Tribe Administration Policies and Procedures Manual

 

· Provide administrative assistance to the Business Operations Manager as required.

· Prepare letterheads and required forms for each Trust.

· Prepare reference binders for each Trust, including Capital Project binders and keep up to date.

· Book Trustee meetings, prepare agenda, order food & beverages, request audio/virtual meetings as required.

· Record minutes of Trustee meetings.

· Type BCRs and Resolutions for each Capital Project based on templates prepared by legal counsel as directed by the Business Operations Manager.

· Assist in preparation of Annual Reports booklet and arrange for printing.

· Assist in creation of documents for Trust approval processes and allocations for Community Capital Projects.

· Maintain record keeping of accounts receivable and payable.

· Manage incoming and outgoing correspondence including collecting and distributing mail.

· Prepare cheques for monthly payables for each Trust including expense claims.

· File each monthly bank statement and monitor cheques processed, etc.

· Prepare spreadsheet for each Capital Project to keep running total of expenses to date ensuring the projects are not over expensed, review bi-weekly or as new invoices are received.

· Prepare spreadsheet showing Capital Projects allocations from each Trust and amounts allocated for each project.

· Keep in contact with the bank and the Investment firm to ensure monthly statements are sent.

· Assist Manager in monitoring invoices received for Capital Projects, by providing administrative support to the invoice review process and by keeping in contact with the Investment firms to ensure the timely processing of fund transfers as per invoices submitted.

· Once funds have been transferred, prepare statement for invoices to be processed by Finance Department and notify respective Department or entity. 

· Attend meetings.

· Other related duties.

NECESSARY KNOWLEDGE, ABILITIES AND SKILLS:

  •  Deal diplomatically and professionally with staff and general public.
  • Have excellent verbal communication skills.
  • Have excellent interpersonal skills.
  • Good analytical and organizational skills.
  • Be highly motivated and able to work independently, should also be able to prioritize work as required.
  • Should be very knowledgeable with the latest computer programs and have excellent database and word processing skills.
  • Must be very proficient in minute taking.
  • Must have basic accounting skills.
  • Have excellent listening skills.
  • An ability to communicate effectively in Blackfoot is an asset. 

Qualifications

NECESSARY TRAINING AND EXPERIENCE:

  • Must have a Business Administration Diploma and 3 years related work experience.
  • A combination of relevant education and experience may be considered.
  • Proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
  • Proven organizational and time management skills.
  • Must be willing to work flexible hours and travel.
  • Ability to speak Blackfoot deemed an asset.
  • Must have a valid driver’s license and a reliable mode of transportation.

How to Apply

If you are interested in this opportunity, please submit a cover letter, resume, and copies of your credentials to:

Blood Tribe Administration Human Resources

P.O. Box 60

Standoff AB, T0L 1Y0

Attention: Marlene Blood

OR APPLY ONLINE @ www.bloodtribehr.comOr email: [email protected]

DEADLINE: November 12, 2024

 

Late and/or incomplete applications will not be accepted. Only those candidates selected for an interview will be contacted. For more information, please contact Marlene Blood @ (403) 737-8219.

Apply Online

Closing Date

2024-11-12