Job Description

Wasoqopa'q First Nation (formerly Acadia First Nation) is governed as a custom band under the provisions of the Indian Act with established bylaws, policies and procedures. The First Nation's electoral system constitutes an election once every five (5) years with positions for one Chief and eight (8) councillors. Chief and Council elect, are the governing body responsible for making decisions for the overall health and well-being of communities, Elders, youth and families.

Wasoqopa'q First Nation is unique in its geographical composition, spread throughout the Southwestern regions of Nova Scotia spanning five counties from Yarmouth to Halifax, encompassing six (6) reserves - Yarmouth, Ponhook, Medway, Wildcat, Gold River, and Hammonds Plains, in both rural and urban settings. To support administration and business operations, Wasoqopa'q First Nation, with supporting staff, provides programs and services within two (2) Health Centres, a Youth Centre, two (2) Community Centres, six (6) administration offices, and six (6) business establishments, including economic development, education, employment, fishing, forestry, health, housing & maintenance, human resources, and social.

Position Overview and Objective

WFN is currently recruiting for a Term Administrative Assistant for the Medway Office, reporting to the Executive Director/Band Manager, responsible for supporting the overall functionality of the Medway Office, with answering and fielding calls, addressing inquiries, VON schedule and bookings, organizing events and activities, assisting with fishery tag system, organizing and assisting with lobster and scallop distribution, maintaining a recreation fund, and office budget while continually providing a welcoming environment for employees, WFN members and families and the general public.

Essential Functions and Duties

Answer and field incoming calls, emails and fax messages, and address general inquiries

Receive and direct scheduled and walk-in WFN members, visitors and general public at the reception desk, arranging appointments as required

Maintain a monthly and or weekly schedule (calendar board) of all Medway Office employees

Assist in the planning, preparation, and catering of all in-person meetings as requested

Assist in the planning and execution of community events, including Seniors Group, youth trips and activities for Queens County members and families

Distribute, package, sort lobsters, scallops, moose meat for local WFN members, as required throughout the year

Maintain accurate and current filing system of all correspondence

Establish and maintain an inventory of office supplies and maintenance of equipment

Maintain office accounting (writing cheques and balancing) for all purposes (office supplies etc.) and Queens and Wildcat recreation funds

Review and reconcile, on a monthly basis, local supply vendor invoices and statement for the WFN account and provide to WFN Finance for processing

Direct complaints, inquiries and requests from WFN members to the appropriate person and or department

Pick up and deliver mail, open and date stamp all general correspondence

Keep the bulletin board up-to-date posting relevant material, such as job postings, notices, newsletters, etc. (remove any old or out of date information)

Maintain and up-to-date directory of frequently called numbers and addresses (including ALL WFN members in the area)

Maintain confidentially of all records and files, unless release of specific information is authorized by the WFN Council

Distribute via mail, email, social media Facebook page, or newsletters, notices to WFN members that are of relevance or as requested

Ensure that lights, equipment, etc. are turned on/off upon arrival or before leaving the office each night, & lock the door

Maintain a schedule for VON appointments and client call reminders

Coordinate water testing for Medway Reserve residents as per Health Canada guidelines

Adhere to all Wasoqopa'q First Nation (WFN) Policies, Procedures and necessary procedures, as required

Working in a team environment, there may be other duties, training and activities related to the position, as required

Qualifications

Diploma in Office Administration or equivalent education and experience in an office setting

Knowledge and experience working in a Mi'kmaw community is considered an asset

An understanding of Mi'kmaq culture and traditions is considered an asset

Valid Driver's License and access to a reliable vehicle are required

First Aid and CPR, OHS, and Food Handler's or willingness to take training

Criminal record and vulnerable sector check are required upon hiring

Required Abilities, Skills and Competencies

Strong multitasking skills, ability to meet deadlines

Demonstrated effective time management and problem-solving abilities

Strong ability to work in a team

Demonstrated computer skills, e.g., Word, Excel, etc.

Good interpersonal, organizational, written and verbal communication skills

Attention to detail and financial tracking

A commitment to fostering, cultivating, and preserving a culture of diversity, equity and inclusion

Demonstrated adherence to integrity and sincerity

Working Conditions

Hours of work are expected to occur during regular office hours for Wasoqopa'q First Nation, which are 8:00 am to 5:00 pm, Monday to Thursday, inclusive

A valid driver's license is required, as is access to a reliable vehicle

A great deal of time is spent working indoors in well maintained, heated and ventilated environment with modern and up-to-date equipment

The environment can get busy, noisy, and is prone to frequent interruptions by other individuals while doing tasks

Sitting for an extended period is required

Long period of work with office equipment and computer can occur

There are instances of lifting heavy boxes of supplies and materials up to 20 lb

Application Requirements

Submit Cover Letter and Resume to resumes@acadiaband.ca Please quote ADMINMEDWAY# on your cover letter and indicate your salary expectations for this position.

WFN appreciates the interest of all applicants, only those selected for an interview will be contacted. WFN does not assume candidate expenses related to this recruitment process.

In accordance with the Aboriginal Employment Preference Policy of the Canadian Human Rights Commission, if all qualifications are equal, preference will be given to persons of Aboriginal ancestry and if a Wasoqopa'q First Nation Band member.

Deadline to Apply: September 9, 2025

Wasoqopa'q First Nation is committed to fostering a safe workplace that provides an equitable, diverse and inclusive environment, where employees are treated professionally and with dignity and respect. We value the contributions that each person brings, and are committed to ensuring equal opportunity and participation as part of the WFN team.

We are a community. We make a difference.

Job Type: Fixed term contract
Contract length: 16 months

Pay: $18.00-$19.00 per hour

Expected hours: 36 per week

Benefits:

Company pension Paid time off Vision care
Work Location: In person