Administrative Assistant, Registry

Administrative Assistant, Registry

Location: MNA Provincial Head Office in Edmonton, AB

Closing Date: December 11, 2023

Position Status: Full Time (40 hrs per week), Permanent

The Organization

Since its inception in 1928, the Métis Nation of Alberta (MNA) has governed the Métis within Alberta. The MNA is led by a democratically elected Council. This Council works toward the mandate of the MNA, supporting practices of transparency, accountability, and inclusiveness for Métis Albertans in governments’ policy and decision-making processes. The MNA promotes and facilitates the advancement of Métis people through self-reliance, self-determination, and self-government. For more information about the MNA, visit http://www.albertametis.com.

The Opportunity

The Métis Nation of Alberta is recruiting a full-time Administrative Assistant based in the Provincial Head office in Edmonton. Reporting to the Director of Métis Identification and Registry Systems, the successful candidate will be responsible for handling administrative tasks; implementing effective filing and finance management processes; making venue reservations and travel arrangements; assisting with program delivery logistics; and generally being a helpful and positive presence in the workplace. The successful candidate will have excellent communication skills and will be required to both take direction and work intuitively to support the completion of the department’s goals and objectives in a professionally and culturally appropriate manner.

Key Responsibilities

• Collaborate with the Director of Métis Identification and Registry Systems to ensure that administrative and clerical tasks are supporting the department in a timely and efficient manner.
• Operate office equipment such as computers, photocopiers, phone systems and scanning equipment.
• Perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
• Prepare and distribute internal and external correspondence including, but not limited to, meeting agendas, legal documents, letters, reports, briefings, and meeting minutes.
• Coordinate and complete special projects independently or in cooperation with team members.
• Coordinate department team travel, including making hotel reservations and transportation bookings.
• Assist with scheduling department meetings and conferences, including venue bookings, arranging catering, and setting up audio-visual equipment. Set up and prepare for meetings, both virtual and in person.
• Support departmental initiatives through logistical coordination and procurement of materials and supplies for programming and for office use.
• Follow finance management procedures for processing purchase orders (PO’s), creating cheque requisitions, and processing expense claims.
• Assist team members with data entry of Citizenship Applications, as required.
• Develop and maintain an accurate and up to date records management system (including classifying and coding electronic and hardcopy files).
• Prepare presentations and reports, as required.
• Ensure the safeguarding of all confidential files.
• Provide website updates to the Communications department to ensure up to date department information is posted on the MNA website.
• Present a positive and professional image of the organization when interacting with employees, citizens, visitors, and other external stakeholders.
• Develop and maintain relationships with internal and external stakeholders including, but not limited to, the Executive Department, management, MNA employees, Métis community, and business partners.
• Assist with administration of MNA Provincial events & programs.
• Other duties as assigned.

Skills & Competencies

• Strong computer skills with the ability to adapt to new technology and software.
• Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint).
• Ability to effectively maintain filing systems and databases.
• Strong writing, editing, and proofreading skills.
• Sound planning, prioritization, and execution skills.
• Exceptional organization and time management skills with the ability to manage multiple priorities.
• Superior written and oral communication skills, including professional email etiquette.
• Excellent interpersonal skills, with the ability to build strong relationships.
• Recognized strength in supporting teams and providing administrative and clerical support to add to organizational capacity.
• Ability to work independently as well as part of a team.
• Flexible and adaptable to work in a diverse and fast paced environment.
• Strong sense of ethics and the ability to maintain a high level of confidentiality in all interactions.
• Political and cultural sensitivity.
• Knowledge of Métis history, culture, and issues affecting Métis people. An in-depth understanding of the MNA and Métis culture is an asset.

Other Requirements

• Position will be based at the Métis Nation of Alberta’s Provincial Head Officein Edmonton.
• Availability to work Monday to Friday 8:30 am – 4:30 pm.
• Ability to work evenings and weekends, with notice.
• Ability to travel throughout Alberta is a requirement.
• Reliable transportation and valid Class 5 driver’s license.

What We Offer

• An opportunity to work for the newly ratified Otipemisiwak Métis Government and be a part of the largest Indigenous Government in Canada.
• An opportunity to learn about Métis culture, languages, and art.
• Meaningful work in a fun and supportive work environment.
• Training and professional development opportunities.
• A comprehensive benefit package and employer contributions to Pension Plan.
• 3 weeks paid vacation.

Apply online at http://albertametis.com/careers/.

TheMétis Nation of Alberta thanks all applicants for their interest. Only applicants selected for an interview will be contacted. No phone calls please.

Job Types: Full-time, Permanent

Benefits:

• Company events
• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Overtime
• Weekends as needed

Work Location: In person