Qualifications/Requirements
Full Vaccination against COVID-19 is a precondition of new employment. A successful candidate offered employment at SIB will need to provide proof of full vaccination prior to commencing employment. Exemptions permitted as outlined in SIB covid vaccination policy.
High school diploma, GED or other equivalent.
Business Administration; Secretarial/Office Assistant; Administration/Clerical Diploma/Degree, or related post-secondary education.
3-5 years of demonstrated clerical experience.
Knowledge of building maintenance practices would be considered an asset, with the ability to process annual contracts.
Experience taking and/or transcribing meeting minutes.
Excellent time management and multi-tasking skills.
Highly organized, and customer service oriented.
Ability to work as part of a team or independently.
Excellent problem solving skills, including attention to detail.
Excellent customer service skills. Professional and approachable.
Ability to build relationships internally with the Public Works Team and with external vendors/clients.
Ability to balance competing priorities, work under pressure and within the given timeframe.
Highly flexible, detail-oriented and ability to be on-call after hours.
High professional and ethical standards.
Writing and Reporting Skills.
Advanced computer skills including Microsoft Office Applications (Word, Excel, Internet, and Email).
Excellent verbal and written communication skills.
Ability to adhere to Oath of Confidentiality and Seabird Island Band Policies and Procedure.
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.
Primary Responsibilities
Responsible for understanding PW annual contracts and applying coding to specific job tasks, seasonal tasks and operational activities. This may include assisting with the development and maintenance of seasonal checklists.
Manage all Public Works Help Desk Tickets and Work Orders. Responsible to accept, review, and ensure that information in work orders are completed thoroughly. Confirm which departmental budgets are responsible to the associated work orders.
Create work orders for maintenance and custodial set-ups; and for building inspection deficiencies.
Code work orders for billing and documentation purposes Responsible to ensure accuracy of coding.
Complete cross referencing of personnel time tracking per PW activity with applicable coding.
Complete statistical reporting on PW Help Desk and ensure accuracy and tracking.
Assist PW Program Manager with staff and contractor/vendor scheduling requirements.
Develop, maintain and update staff task board on a daily basis. Track statistical data regarding staff schedules to meet all occupational health and safety standards.
Assist PW Program Manager with collecting and reviewing staff timecards.
Request or create Purchase Orders for supplies, equipment and manpower needed based on review of work orders. Ensure accuracy.
Track Purchase Orders and follow-up with Finance/Accounts Payables on open PO’s. Close PO files once complete.
Receive, maintain and code all PW invoices received from vendors. Submit to AP after authorization and track payments
Create inter-departmental invoices when and where required, ie: set ups for community functions.
Maintain and code all band building utility invoices.
Responsible for the creation and maintenance of all Public Works electronic and physical filing systems. Ensure that files are archived as required. Maintain professional and accurate client service records.
Assist with employee alarm and key handouts and tracking when required.
Computerize the schedule for alarm maintenance activities as required.
Prepare draft letters, email communications and reports as directed by the PW Program Manager.
Develop clerical templates where possible and keep an on-going inventory.
Act as a PW representative on the Community Events Committee. Attend committee meetings as required, and relay interdepartmental needs to PW staff as required.
Provide excellent customer service to community members, vendors, contractors, and to all SI employees. Assist clients to identify available resources and alternative means of support.
Handle customer service complaints in a professional and time efficient manner, by informing the PW Program Manager and assisting in identifying solutions and developing action plans.
Log and track all verbal and written grievances into the PW Help Desk System.
Track and log all septic tank issues in community as required. Report to PW Manager for follow-up.
Assist in the maintenance scheduling of all SI company vehicles.
Provide general administrative and clerical support for routine office tasks.
Assist in completing program forms promptly and professionally.
Book rooms, plan meetings, arrange catering, and other event planning duties. Coordinate PW Program Manager’s schedule and travel arrangements as required.
Draft meetings minutes, distribute and file as required.
Printing, copying, and sorting meeting packages as required.
Other duties or responsibilities as assigned by your supervisor.
Core Competencies:
Client Focus
Initiative
Team Work
Valuing Cultural Diversity
Work Ethic and Values
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