Saskatoon Tribal Council
THE POSITION: The Office Administrator position is responsible for a wide variety of clerical office duties in support of the administration of STC Employment & Training. This includes coordinating and communicating office activities, greeting and screening visitors, answering and referring inbound telephone calls, scheduling appointments, and assisting with reporting. RESPONSIBILITIES: • Respond to telephone, e-mail, and in “person inquiries from clients, business partners, and other parties; • Refer all inquiries to the appropriate individuals, divisions, or departments across the organization; • rake and record telephone, e-mail, or Written messages for staff members; • Receive and distribute all forms of paper correspondence; • Present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions; • Provide information to staff and/or clients about special activities; • Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence; • Ensure staff sign-in board is updated frequently throughout the workday; • Ensure proper and correct client information is recorded on the Client Assessment Form; • Maintain record logs of walk-in appointments and visitors; • Organize, maintain, and coordinate office records and files in their proper locations; • Compile and track incoming correspondences from phone calls received for monthly reporting; • Prepare reports in Excel; • Provide administrative support for the ETS Director and the ETS Managers; • Prepare documents such as letters, memos, reports, agendas, and presentations required for meetings; • Coordinate logistical aspects of departmental programs, such as meetings, seminars, workshops, special projects, travel and events; • Arrange travel bookings via approved providers and distribute information details to staff; • Arrange and book meetings in boardrooms, off-site conference halls, and other locations; ensure the appropriate presentation equipment is available; • Assist in ordering supplies, accept and monitor inbound shipments and re-stock to appropriate storage as necessary; • Schedule appointments for employment and training interviews; • Assists with special projects; • Observe and report any security issues to the Director or Managers; • Ensure that the appropriate evacuation procedures are carried out in the event of an emergency; • Perform other related duties as defined and assigned by the reporting Director or designate on an as and when required basis. EDUCATION AND EXPERIENCE: • Post-secondary education business administrative related; • Two years of direct work experience in an administrative capacity; or • An acceptable combination of education and administrative experience; • Experience working within a governance structure in a community development capacity with First Nations; familiarity with First Nations culture, history is considered an asset. KNOWLEDGE, SKILLS AND ABILITIES: • Strong knowledge of general office procedures including procurement and travel arrangements. • Superior typing and dicta-typing skills at 50 words per minute. • Able to write simple correspondence, including memos, letters, etc. • General mathematical skills. • Ability to apply understanding to carry out instructions in written, verbal, or diagram form. • Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items. • Strong knowledge of Microsoft Office products, including Outlooks, Share Point, 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 using tactful sound judgement. • Demonstrated proficiency in Microsoft Excel, Word, Outlook and PowerPoint with an ability to easily learn new software applications. • Ability to work in a high energy environment. • Dependability: able to work independently, submit accurate documentation, and seek guidance when needed • Receptive: accept feedback, take ownership of responsibilities, and identify areas of growth • Interpersonal Skills: communicate clearly, seek solutions, and demonstrate flexibility • Integrity: keep sensitive information confidential and adheres to STC's policies • Initiative: seeks opportunities for further development WORKING ENVIRONMENT: • Able to occasionally lift items as heavy as 50 lbs. • Manual dexterity is required to use desktop computer and peripherals. • Standard office environment
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