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POSITION SUMMARY
Working within the Infrastructure Department the Administrative Team Lead is responsible for the effective management of the administration team and the smooth running of systems, processes and functions within the Public Works, and Custodial Department. Responsibilities will include providing administrative support to the Manager, team and act as a communications’ liaison on an inter-departmental level.
The Team Lead plays a critical role in strengthening the administrative functions necessary to provide outstanding financial reporting; data entry; quality customer service for the Public Works, Custodial and Fire Department; Capital Project assistance and oversight; and security functions for Seabird Island Band. This position will help the department perform efficiently and effectively by sustaining required service quality levels.
SUCCESS PROFILE
What does it take to be successful working in the infrastructure department at Seabird Island? Check out the top traits we’re looking for and see if you have the right mix.
- Organized: Ability to process and organize your meetings, as well as electronic and paper documentation and information.
- Personable: A collaborative attitude, participating in the planning, developing, extending services, and promoting effective strategies to encourage a positive and safe workplace atmosphere.
- Problem Solving and Analytical Skills: It’s essential that employees can sift through the provided data and information, think critically about it, and make rational judgements to solve problems.
- Communicator: Excellent verbal, written, and listening skills and proven ability to adjust style for various audiences. The ability to convert data into information for reporting to various audiences, including internal teams, clients, the community, and external bodies.
- Multitasker: The ability to balance competing priorities, meet deadlines, and to work under pressure with minimal supervision.
WORK THAT MATTERS
Are you looking for a career where you’ll make meaningful connections and contribute to safe work place and community? Seabird Island located 1 kilometer from Agassiz, BC on the beautiful Fraser River, 120 km east of Vancouver.
We’re hiring!| Facebook | LinkedIn | For Our Culture
BENEFITS & PERKS
Benefits vary by job type, apply after a successful probationary period and are confirmed in the interview and hiring process.
- Extended health and dental benefits,
- Accrued vacation and sick time,
- Pension plan with matching employer contributions,
- Access to internal training programs, professional development and skill enhancement,
- Collaboration with an interdisciplinary team,
- Equitable hourly rates and
- Casual dress code
WHAT YOU’LL DO
- Act as a system champion for all computer reporting used by Seabird Island Public Works and Custodial Department. Act as an helpdesk Support for the Director and Program Managers, assisting them as needed.
- Design reports in line with reporting requirements of the department.
- Provide administrative support to Director and Program Managers including collating monthly & quarterly reports, compiling statistics, and drafting correspondence.
- Assist the Director with developing a schedule for all reporting requirements.
- Assist the Program Managers and their staff with developing and maintaining methods of collecting data and statistics for programs delivered by the Department. This will include providing assistance/coaching and/or training to staff as required.
- Work with the Director, Program Managers and Proposal Writer to proactively research grants and other funding opportunities.
- Gather financial statements and budget updates periodically as required.
- Prioritize departmental work and delegate tasks as necessary, ensuring that work is performed to the required quality standard and ensuring that adequate administrative cover is provided at all times
- Complete journal vouchers and reconciliation sheets including petty cash, mileage, and other financial documents as required.
- Ensure there is consistent administrative recording and monitoring system across the services and that all record keeping is accurate and up to date.
- Provide historical reference by developing and utilizing filing and retrieval systems.
- Assist the Director with the preparation of the operating and capital annual budgets as required.
- Assist the Director with all administrative tasks with regards to Capital Projects including liaising and working with Financial Analysts, Accounts and Purchasing Agents.
- Assist the Director with monitoring Project contractors ensuring that they meet all the terms and conditions of the signed contracts, as required. This may include performing basic site inspections and reporting back to the Director on findings.
- Ensure there is consistent administrative recording and monitoring system across the Department and that all record keeping is accurate and up to date.
- Attend and on occasion coordinate scheduled team meetings and various other meetings as requested. Take, draft and distribute meeting minutes as required.
- Assist the Director with employee communications and with staff scheduling requirements.
- Participate in on-going professional development and other training as required.
- Coordinate meetings, travel and other scheduled events for the Director.
- Complete Director’s Credit Card Reconciliations
- Assist other department administrative staff with guidance and training as and when required.
- Respond to public concerns by prioritizing issues, providing information and explanations where necessary, all whilst being unbiased, nonjudgmental and professional.
- Other duties or responsibilities as assigned by your Supervisor/Manager, Director, or the CAO
What you bring
- Diploma/Degree in Business Administration, Finance/Accounting, or related post-secondary certification(s). Equivalent education and training.
- 3-5 years’ experience within business administration/finance/human resources is preferred.
- 1-3 years’ experience in a supervisory role is preferred.
- Experience in managing resources is preferred.
- Strong leadership and interpersonal skills including; time management, organizational, planning and people skills.
- Excellent problem solving, risk management and cost control skills.
- Ability to deliver timely results despite obstacles and limited resources.
- Knowledge of collecting and analyzing data, and ability to produce reports.
- Ability to develop and deliver presentations.
- Strong customer service focus and ability to provide services in a prompt, respectful and unbiased manner, in accordance with existing Seabird Island Band policies and procedures.
- Advanced computer skills including Microsoft Office Applications (Word, Excel, Internet, and Outlook).
- Excellent active listening, verbal and written communication skills.
- Ability to adhere to Oath of Confidentiality and Seabird Island Band Policies and Procedures.
- Knowledge, respect and understanding of Stó:lō culture, traditions and language is considered an asset.
- Experience working with First Nations community is considered an asset.
- Valid BC Driver’s License, Class 5.
- Satisfactory Criminal Record Check
Reports to: Facilities Maintenance Manager
PRE-EMPLOYMENT SCREENING
- Employment is conditional upon completing pre-employment screening to ensure a safe and secure work environment in which students, staff, members, families, community, as well as resources, and assets are protected. All background checks, reference checks and criminal record checks are performed in accordance with SIB HR Policy, protecting the integrity and confidentiality of information gathered during the evaluation.
Seabird Island is an equal opportunity employer and encourages applications from all qualified individuals. Pursuant to S. 41 of the BC Human Rights code, preference may be given to Applicants of Indigenous, Métis, or Inuit heritage. We are interested in every qualified candidate who is eligible to work in Canada; however, we are not able to sponsor visas.
We thank you for your interest. Only those selected for an interview will be contacted.
