BRIEF OVERVIEW OF THE JOB
Reporting to the IJC Operations Supervisor, the IJC Office Administrator is responsible for promoting a culturally safe and supportive work environment and welcoming clients and community members into the Indigenous Justice Centre. The IJC Office Administrator is responsible for reception, filing, scheduling, mail, record keeping and other offices tasks as assigned.
KEY RESPONSIBILITIES
The IJC Office Administrator position is responsible for the following key functions.
Office Operations & Administration
- Respond to telephone, e-mail, and in-person inquiries from clients, and other parties.
- Refer all inquiries to the appropriate individuals or departments across the organization.
- Take and record telephone, e-mail, or written message for staff members.
- Type forms, letters, reports, and memos as necessary.
- Receive and distribute all forms of paper correspondence.
- Organize, maintain, and coordinate office records and files in their proper locations.
- Where necessary, assist in compiling data for various reports.
- Coordinate the logistical aspects of departmental programs, such as meetings, seminars, workshops, special projects, and events.
- Provide logistical support for office meetings and event as required.
- Arrange and book meetings in boardrooms, off-site conference halls, and other locations; ensure the appropriate presentation equipment is there.
- As a front-line worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
- Provide information to Elders, staff and/or clients about special activities.
- Ensure all forms and reports are completed as needed.
- Ensure that the appropriate evacuation procedures are carried out in the event of an emergency.
- Observe and report any security issues to the IJC Operations Supervisor
- Administer and manage inbound/outbound mail, including packages, courier services, and other correspondence.
- Maintain the office in a tidy and presentable manner.
- Accept and monitor inbound shipments as necessary.
- Performs other related duties as assigned.
Human Resources Management Support
- Assist with recruiting and interviewing prospective employees.
- Assist with training and successfully onboarding new hires.
- Participate in IJC's proactive approach to staff wellness.
Service Teams Support
- Work closely with Managing lawyer(s) to foster collaborative operations within the Indigenous Justice Centre.
- Contribute to the collaborative approach to wrap-around services in the Indigenous Justice Centres.
- Work together with the IJC team to maintain a welcoming, high-function center by supporting colleagues and community partners, as assigned.
- Liaise with other staff to share and exchange information and provide guidance as appropriate.
- Perform other related duties as assigned.
CHALLENGES OF JOB
- Excellent interpersonal and communication skills.
- Self-motivated individual with the ability to work with minimal supervision in a team-oriented setting.
- Strong time-management and people skills, flexibility, and multitasking ability.
- Strong organizational, file management skills, stress management and time management skills.
- Ability to maintain confidentiality, problem solve and take initiative
- Commitment to collaborative team environment.
EDUCATION/EXPERIENCE
Required
Indigenous Perspective/Foundations
- Working knowledge of Indigenous Organizations, non-profit, and/or remote Indigenous communities.
- Knowledge of public policies and federal policies that apply to First Nation entities.
Western Ways
- High school diploma or GED, or an acceptable combination of education and experience.
- 1-3 years of direct work experience in receptionist capacity.
- Knowledge of general office procedures involving procurement and budget arrangements
- Ability to handle confidential information.
- Able to write simple correspondence, including memos, letters, etc.
- Ability to apply understanding to carry out instructions in written, verbal, or diagram form.
- Adjusts and is flexible to meet changing work needs and demands.
- Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items.
- Knowledge of Microsoft Office products, including Excel, Word, and PowerPoint.
- Able to maintain filing systems and basic databases.
- Excellent analytical and problem-solving skills.
- Meticulous records maintenance skills.
- Superior telephone manners and strong interpersonal skills.
- Strong written and verbal skills to communicate with all levels of the organization and its executive team.
- Strong customer service orientation.
Preferred
- Knowledge of local and urban Indigenous cultures.
WORKING CONDITIONS & PHYSICAL DEMANDS
Mental:
- Dealing with large amounts of data.
- Dealing with tight timelines/budget constraints.
- Dealing with highly sensitive situations, crisis management and conflict resolution.
- Dealing with public.
Physical:
- Work long hours using computer or other equipment.
- Occasional lifting up 20-30 lbs.
- Work long hours may include standing, sitting, crouching, kneeling, bending, and/or walking.
Environmental Conditions:
- Work is performed primarily in office.
- Occasional travel is required (for meetings/conferences or training.
Job Description: IJC Office Administrator
Reporting: This position will report to the IJC Operations Supervisor; daily operations oversight by local Managing Lawyer
Location: Chilliwack, BC
Office type: In-office, Chilliwack IJC
Pay Range: $45,000 - $55,000 annually
Benefits: Extended benefits package that includes extended health and dental, personal days, paid vacation, and RRSP/TFSA savings plans
Hours: Full-time (35 hours/week); Mondays to Fridays, 8:30am - 4:30pm
While we recognize the value of diversity in the workplace and welcome applications from people of all backgrounds, preference will be provided to Indigenous applicants in accordance with section 41 of the BC Human Rights Code. Candidates of Indigenous background are encouraged to self-identify on their application.
