Job Description

JOB PURPOSE

The ADMIN ASSISTANT/BOOKKEEPER is responsible for the day-to-day operation of our Loon Lake Office including budgeting and maintaining staff and client records, ensuring steady workflows and uninterrupted service at our facility.

KEY JOB FUNCTIONS

The ADMIN ASSISTANT/BOOKKEEPER is responsible for:

Monitoring the budget and billing payments Ensuring bills are submitted to the appropriate funder / agency Ordering office supplies Implementing office policies and procedures Supervising office staff, if any Maintaining client and staff records Liaising with the CEO to identify potential office dysfunctions Arranging cleaning staff and emergency maintenance services as necessary Doing initial client intake Providing informative material for clients Generating inventory records Ensuring compliance with relevant bylaws and regulations Collaborating and networking with other organizations, and referring clients to available services and print materials [i.e., PLEA, Legal Aid Commission, the First Nation's programs and services, community services, MSS/ICFS, etc.] Ensuring follow-up is provided by the therapeutic team to clients returning from treatment Assisting in the planning, organizing, and implementation of Traditional Services within the clinical setting Performing general administrative duties Maintaining program statistics for purposes of evaluation and research Maintaining financial records Preparing monthly financial reports and preparing for the annual audit Ensuring other employees keep accurate records and that reports {narrative, financial and/or statistical] are submitted in a timely fashion Ensuring that there is appropriate documentation attached to cheque requisitions Setting up a "bring forward" system that works for staff/ Setting up a payroll system for staff Scheduling client appointments and managing client files Ensuring client satisfaction by addressing concerns and improving services Coordinating with vendors and service providers Manage procurement processes and coordinate materials and resources allocation

RELATIONSHIP AND TEAM BUILDING:

Demonstrating behaviors, actions and attitudes that are consistent with CHDI's vision, mission and values Providing opportunities for the enhancement and development of positive cultural identities of the clients, families and communities served Ensuring effective and professional communications with all internal and external service providers, stakeholders, suppliers, etc. Ensuring there are no breaches of privacy or confidentiality Working respectfully, positively, professionally and collaboratively with team members Participating in cultural activities within the organization Following the Seven Grandfather teachings as they relate to the position and in line with the vision and mission of the CHDI Actively attending and participating in cultural training and/or activities arranged by CHDI Actively seeking guidance from appropriate staff about how to incorporate culture into the position or how to work from a cultural perspective Engage in learning and incorporating the Cree language within the position

ADMINISTRATION AND REPORTING:

Completing administrative functions and reports, and adhering to CHDI policies, procedures, and relevant practices Ensuring submissions of reports are completed and reviewed Preparing reports, statistics, briefing notes and correspondence as required Developing and maintaining an individual detailed work plan of activities Ensuring confidentiality and safekeeping of all CHDI documents and records Developing and maintaining accurate, up-to-date and concise work files, personnel files and client files Working in compliance with the Occupational Health and Safety Actand any other relevant legislation Preparing and submitting monthly reports and travel expense claims and maintaining attendance records Following CHDI HR, finance and other policies and procedures in the performance of duties Creating and promoting a safe, harassment free workplace Acting in accordance with CHDI's Code of Ethics Maintaining confidentiality at all times to protect the privacy of CHDI staff and clients Performing additional related duties in accordance with job responsibilities and CHDI objectives Participating in training, cultural events and other mandatory training as required Other duties as required or assigned
QUALIFICATIONS: Training & Experience

Completion of diploma from a post-secondary program in a related field or equivalent Related Post-Secondary designation in a related field, and five years relevant experience preferably in a First Nation Community or Indigenous organization Proven work experience as an ADMIN ASSISTANT/BOOKKEEPER Knowledge of accounting, data and administrative processes and principles Ability to handle medical, mental health and addiction records discreetly Knowledge of medical issues and terminology Excellent organizational and time-management skills Ability to multi-task and perform well in stressful situations Communication skills and a customer service orientation Demonstrated ability to follow direction and work with little or no supervision Knowledge and understanding of Indigenous culture, language, and healing practices or willingness to learn Excellent communication and motivational skills to effectively maintain solution-focused dialogue Ability to develop collaborative relationships with families, service providers, and stakeholders Knowledge of the unique needs of First Nations, or the willingness to learn Experience working with Indigenous families to support and advocate for families in need of services Clear Driver's Abstract, ability to drive, and a reliable vehicle Maintenance of an ongoing clear Police Vulnerable Sector Screening Check
KNOWLEDGE REQUIREMENTS

Knowledge of First Nation communities and structures Knowledge of local services available to children and families Knowledge and understanding of The Child and Family Services Act*
Knowledge, understanding, respect and sensitivity of Cree culture, traditions, and the Seven Grandfather Teachings
SPECIAL SKILLS

Excellent interpersonal skills Excellent oral and written communication skills Excellent organizational skills Excellent time management skills Excellent computer skills with MS Office software and QuickBooks Excellent facilitation, coordination, assessment, and planning skills Proven ability to work independently and within a team environment Ability to deal with difficult and conflicting situations Ability to use good judgment and consistently display a positive and helpful attitude Ability to take initiative and meet deadlines Ability to work flexible hours including unplanned overtime Ability to adapt to and manage change Ability to work with confidential and highly sensitive and personal information Proven ability to work with First Nation communities and people
WORK SITE LOCATION

This position will be located primarily in Loon Lake

PHYSICAL DEMANDS AND WORK ENVIRONMENT

While performing the duties of this job, the ADMIN ASSISTANT/BOOKKEEPER will typically be in an office setting with regular meetings with children, families and other professionals The ADMIN ASSISTANT/BOOKKEEPER is frequently required to operate a computer, file and retrieve written and electronic documents. The physical demands include but are not limited to, standing, sitting, walking, lifting, carrying, reaching, handling, kneeling, crouching and bending. The ADMIN ASSISTANT/BOOKKEEPER must be able to multi-task within a fast-paced, high-volume and demanding environment. The ADMIN ASSISTANT/BOOKKEEPER may be the first contact with distressed clients which can be mentally challenging As a result, this position is more emotionally challenging than physically challenging There will be extended periods of sitting required when performing administrative tasks. Non-physical demands include a work environment where the noise level is usually quiet to moderate, but may be loud on occasion The nature of the position may expose the ADMIN ASSISTANT/BOOKKEEPER to moderate levels of tension until they are seen by a member of the therapeutic team. The level of tension is usually moderate, with high levels of tension occurring occasionally The ADMIN ASSISTANT/BOOKKEEPER may be exposed to potentially hazardous environments including volatile clients. Given the traditional practices of Aboriginal people, from time to time exposure to smoke from the burning of sacred medicines tobacco, sweet grass, sage or cedar, may occur

TECHNOLOGY & EQUIPMENT

Computer, photocopier, telephone, fax machine and cell phones

SUPERVISORY RESPONSIBILITY

This position has some supervisory responsibility in as much as the ADMIN ASSISTANT/BOOKKEEPER needs to ensure that billing is current.

Job Type: Full-time

Pay: $24.55-$26.05 per hour

Benefits:

On-site parking Paid time off
Ability to commute/relocate:

Loon Lake, SK: reliably commute or plan to relocate before starting work (preferred)
Education:

Secondary School (required)
Experience:

Administrative: 1 year (preferred)
Language:

English (required)
Location:

Loon Lake, SK (required)
Willingness to travel:

25% (preferred)
Work Location: In person