Indigenous Administrative Assistant- Trades

Role Overview

Reporting to the Director, Trades, Administrative Assistant is responsible for records management input, tracking of Trades program activities and clientsusing spreadsheets and databases. Also provides general administration support to the Director and Trades team, contributing to the efficiency of day-to-day operations.

Primary Responsibilities

General Administration

• Complete a variety of regular and adhocadministrative tasks for the Director and team, including maintaining current forms, documents, and records with ease of accessibility by others.
• Review Trades team timesheets and leave requests ensuring accuracy prior to submitting to Finance.

Program Support

• Coordinates interviews for potential apprenticeship clients, directly sourced and those referred through ACCESS departments.
• Organize graduation and other events by securing venues, speakers, elders,arranging all other logisticsand inviting and tracking all attendees.
• Sets up new client file information on spreadsheet for individuals accepted into a program according to established procedures, and inputs specific client information into ARMS.
• Completes financial forms including cheque requisitions and purchase orders for Trades.
• Input and maintain client information received from counsellors on excel spreadsheets, including training start/end dates, financial support items.
• Review cheque requisitions from employment advisors to ensure accuracy of information relevant to approved client financial supports.
• Maintains ARMS Data Base for SPF funded clients (Cohorts/ISPs).
• Maintains records of all Trades clients, whether unsponsored or sponsored by a union or employeron the ACCESS app. trades database.

Technical Competencies

Education and Experience

• Completion of a certificate or diploma in business administration or records management with 2 years office experience including administration, database, and records administration duties.

Knowledge, Skills and Abilities

• Knowledge of First Nations Culture and Traditions
• Strong database and computer skills on MS Office (word, excel, PowerPoint) and ability to learn and embrace new systems.
• Strong administrative skills, able to anticipate needs of the Director, co-workers and clients and be proactive in offering assistance.
• Excellent skills with attention to detail and problem solving to recommend sound decisions.
• Solid ability to organize workload adjusting to changing priorities and to work calmly under pressure to meet deadlines.
• Strong interpersonal and team skills, able to work collaboratively with others and respectfully resolve conflict situations.
• Ability to oversee the development and implementation and maintenance of administrative systems, making changes to increase effectiveness.
• Basic bookkeeping knowledge an asset
• Excellent communication skills both verbal and written.
• Knowledge of Trades of Apprenticeship an asset

Salary : From $22.00 per hour

Schedule:

• Day shift

Ability to commute/relocate:

• West Vancouver, BC: reliably commute or plan to relocate before starting work (required)

Education :

• Secondary School (preferred)

Experience :

• Front desk: 1 year (preferred)
• Administrative experience: 1 year (preferred)