Job Description

Okanagan Indian Band

Term Administrative Assistant

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NQMAPLQS | WE LIVE AT HEAD OF THE LAKE



Located within the unceded territory of the syilx people, the Okanagan Indian Band is comprised of six reserves located in the North Okanagan.



Come join the OKIB Team and enjoy all that the beautiful Okanagan Valley has to offer, including a great climate, stunning scenery, world-class ski resorts, golf courses, wineries and beaches.

The OKIB offers a welcoming team environment and a rewarding job experience. You can expect a supportive work environment.

6% Vacation Pay

15 Statutory Holidays

Discounted Silver Star lift passes

Cultural Leave

15 Paid Sick Days

Paid Personal Leave

Hours of work

: 37.5 hours per week

Start Date:

ASAP

End Date:

Term position (September 15, 2026)

Deadline for applications

: October 3, 2025

JOB SUMMARY

The Administrative Assistant is responsible for providing support to the Director of Public Works and Housing and general support to the Division staff. Coordination of meetings and events as well as preparation of reports and information packages will be required. Such support will entail secretarial, clerical and administrative duties in order to provide services in an effective and efficient manner.

JOB DUTIES & RESPONSIBILITIES

Provide office support services such as filing, data entry, supplies management, purchase order tracking and financial reporting to ensure efficiency and effectiveness within the Public Works and Housing department. First point of contact to greet, assist and/or direct visitors and the general public. Receive, direct and relay telephone and fax messages. Process payments and incoming and outgoing mail. Open and date stamp all general correspondence. Maintain a general filing system including filing all correspondence. Maintain an adequate inventory of office and food supplies. Maintains cleanliness of kitchen area. Taking minutes and recording meetings; drafting and distribution of minutes. Assist in the communication and preparation of meetings and conferences, facility rental bookings, and travel or rental agreements. Research relevant information for the Director of Public Works & Housing. Administrative support on projects or events. Financial Analysis, budgeting, adjusting formats, creating income & cash flow statement. Responding to public inquiries. Provide data-processing and secretarial support. Type confidential documents on a word processing system. Prepare correspondence and confidential documents as required. All persons employed by the Okanagan Indian Band may be required to assist the Band in providing emergency services. Duties assigned during an emergency may differ from regular duties. Participates in community events as requested.

ADMINISTRATIVE DUTIES

Re-directs calls as appropriate and take adequate messages when required. Co-ordinates the repair and maintenance of office equipment, vehicles, and yard equipment. Liaise with other OKIB staff and membership. Keeps, tracks, and signs out facility keys when required. Assists with job and RFP advertising. Provides enrollment and information on training for staff. Monitor use of supplies and equipment. Coordinates the repair and maintenance of office equipment. Provides and assist communication for the OKIB website to the Communications and Grants Coordinator. Maintain record of Employee lates and absent reports to each Department Supervisor and the Public Works Director. Complete work orders. Provide administrative services such as record keeping, data management and research for the Public Works & Housing department. Financial and bookkeeping support. Attends meetings when required. Assist the Director of Public Works and Housing as requested. Completes purchase orders. Clean and prepare Boardroom for meetings. Attends meetings when required. Performs all duties and responsibilities in accordance with the OKIB policies and procedures. Perform other duties as required.

WHO ARE WE LOOKING FOR

You have education, experience, or an equivalent combination may be considered. You are community-minded, detail-oriented, have a willingness to contribute to a team and an excellent communicator.

Education

Office Administration Certificate, Business Administration Diploma or relevant education Intermediate experience with Microsoft Office programs; Excel, Word and Outlook An equivalent combination of education and experience may be considered Valid BC Driver's licence, Class 5 and reliable vehicle

Experience

2-5 years working in an administrative support capacity Financial Analysis, Bookkeeping, Creating Spreadsheets Experience working with confidential information Experience working with First Nations communities

Competencies (KSAs & Desired Attributes)

Intermediate level ability with Microsoft Suite Excellent time management and organizational skills Excellent time management and organizational skills. Intermediate level ability with Microsoft Suite. Effective verbal and written communication. Ability to work with frequent interruptions and with changing priorities. Ability to work collaboratively in a team environment. Ability to exercise sound judgement and diplomacy. Self-motivated and engaged. Exceptional interpersonal skills. Ability to maintain confidentiality. Ability to engage with varied personalities and adapt approach accordingly (approachable, adaptable, confident, engaging, credible). Experienced in electronic communications (utilizing the Intranet, Internet, and social media including Facebook and Twitter).




Please send resume, cover letter and references in any one of two ways:

Email:

recruiting@okanagan.org

Mail or drop off:

12420 Westside Road, Vernon, BC V1H 2A4

If you have accessibility needs, please contact Hollie Lachuk @ 250-542-4328 ext. 1011

The successful applicant will be required to provide a Criminal Record Check that includes the vulnerable sector and three references

Preference will be given to qualified Aboriginal Applicants as per section 41 of the Human Rights Code

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Education : Other trades certificate or diploma


Experience : 2 years to less than 3 years