Allied Tribes Secretariat Coordinator
Date Classified: October 19, 2023
Business Unit: Reconciliation
Location: Lax Kw’alaams, BC
Reporting to: Speaker for the Allied Tribes
The Lax Kw’alaams Band has an immediate opening for a full-time Allied Tribes Secretariat Coordinator. The successful candidate will be responsible for supporting the planning, organization, development and promotion of the Allied Tribes Secretariat ( ATS). This position will perform administrative and professional office duties.
Duties and Responsibilities will include but not be limited to:
- Responsible for providing broad administrative, clerical, and financial support to ATS.
- Assist in preparation of annual budget, tracking expenditures, and prepare annual funding requirement reports.
- Report to the Spokesperson and responsible for delivering clerical and other office support.
- General office management duties, including communicating via phone, emails, and letter, purchasing office supplies, managing manual and electronic files, etc.
- Workplace safety oversight.
- Assisting in meeting the operational goals.
- Internal and external focused position that will liaise and build relationships with various external stakeholders, partners, organizations, and individuals.
- Maintains confidentiality and interacts with leadership, management, and the public (especially Lax Kw’alaams Members) in a respectful and courteous manner.
- Provides a broad range of secretarial and clerical services (word processing, routine records, and central file management system, and organizing events).
- Distributes information and updates to Lax Kw’alaams members through various official channels.
- Reviews and prepares paperwork for account analysis.
- Prepares monthly, quarterly, and other reports as required.
- Ensures that all business and operational transactions are conducted in a responsible, confidential, and ethical manner.
- Provides information as required for meeting packages, audits, funding report requirements, or for any other purpose as directed.
- Oversees third party contractors and suppliers to ensure delivery of professional services.
- Procures and monitors inventory of office supplies.
- Ensures office facilities follow applicable safety standards, regulations, codes, and laws.
- Oversees data entry and record management.
- Books travel and meeting spaces as required.
- Handles phone calls and emails, answering inquiries, resolving concerns, and managing messages.
- Develops and maintains effective filing and records systems to obtain optimum efficiency.
- Manages calendars and schedules appointments.
- Drafts, prepares, or reviews documents, prioritizing workflow, and level of importance.
- Gathers, organizes, collects, collates, and works to verify information and research.
- Drafts and sends electronic and written correspondence.
- Prepares presentations, arranges meetings, drafts agendas, takes and transcribes meeting minutes.
- Coordinates meetings, including room setup/tear down, catering requirements, prepares and distributes agendas, minutes, and packages.
- Coordinates workshops, trade shows, special projects, and events.
- Drafts, finalizes, and publishes communications content and materials as assigned.
- Acts as a liaison between the organization and Spokesperson and Lax Kw’alaams members, and other groups as required.
- Develops and distributes information using a variety of media including, but not limited to, brochures, handouts, publications, correspondence, and newsletters.
Education, Experience, Knowledge, Certifications:
- University degree in Accounting, Commerce or Business Management/Administration.
- Post-Secondary Diploma or degree in Accounting, Business Administration, Commerce or another relevant degree or diploma.
- Preferred Professional Designation Chartered Accounting, Certified General Account or Certified Management Accountant.
- Designation as a Chartered Professional Accountant (CPA) or a Certified Aboriginal Financial Management (CAFM) preferred.
- Knowledge of and respect for Tsimshian history, practices, teachings, language, values, and beliefs is of critical importance.
- Ability to understand and speak Sm’algyax will be considered a definite asset
- Minimum three years’ relevant experience in the financial management field, with First Nation financial management experience an asset.
- Minimum of three years experience working in an administrative position preferably within a consulting, accounting, or legal environment.
- A combination of education, training or work experience which deems to be equivalent.
- Proficiency in Microsoft Office (Word, PowerPoint, Excel, Outlook); and accounting software.
- Experience with budget and financial management.
- Experience in project management.
- Knowledge of legislation and government agencies an asset
- Exceptional business writing and presentation skills.
- Excellent organizational, time and file management skills.
- Exceptional organizational skills and ability to prioritize multiple tasks seamlessly in a rapidly changing environment with excellent attention to detail.
- Excellent liaison and networking skills.
- Exhibits a high degree of initiative and self-direction.
- Must be analytical with strong attention to detail.
- Proactive problem solver with excellent conflict resolution skills.
- Proven ability to work with people of diverse education, cultural, and language backgrounds.
- Capable of maintaining strict confidentiality.
- Treats colleagues and people with courtesy, respect, and ensures all requested inquiries are provided in a professional and timely manner.
Compensation & Benefits
▪ Wage depending on experience and education certifications.
▪ This is not a Bargaining Unit position and is open to all genders.
▪ November 6, 2023.
▪ Pursuant to Section 41 of the BC Human Rights Code, preference may be given to applicants of Indigenous Ancestry.
▪ We invite all interested parties to reply in the strictest confidence to the Human Resources Manager email: [email protected]