Public Works Administrative Assistant

The Tla’amin Nation is a modern, forward thinking, self-governing nation located on the beautiful upper Sunshine Coast (qathet Region).

Position Summary

Job Type:                    Full-time, permanent

Hours of Work:            8:30am – 4:30pm, Monday to Friday

Reports to:                   Director of Public Works & Capital Infrastructure

Department:                Public Works & Capital Infrastructure

The Public Works Administrative Assistant provides administrative and coordination support to the Public Works & Capital Infrastructure Department. This role supports day-to-day operations and scheduling, capital project administration, document control, and intake of public requests.

Key Responsibilities

Performs all duties and responsibilities in accordance with Tla’amin policies, standards, practices, and procedures as directed by the Director of Public Works & Capital Infrastructure. Maintains confidentiality as required pertaining to members, clients, employees, and general matters of the Nation.

This role includes, but is not limited to:

Administrative Support

• Provide administrative support to the Director of Public Works & Capital Infrastructure, including filing, copying, and scanning documents related to the Public Works & Capital Infrastructure department.


• Provide administrative support to Public Works department managers as needed, including document control, application drafting, and scheduling.


• Prepare/draft correspondence, reports, agendas, and presentations for the department.


• Record meeting minutes.


• Prepare monthly reports for review by Director and department managers.


• Assist with grant reporting and funding documentation.


• Support department event planning such as project ceremonies.


• Create and manage work plans & schedules for operational units in the department. Forecast reoccurring schedules.


• Track and log service requests & if needed, following up with operational Managers.

File and Record Management

• Collect and organize information gathered by department.


• Enter data from paper documents relating to departmental operations.


• Create forms and documents to improve workflows and monitor departmental data.


• Support Health & Safety documentation & tracking.

Community and Interdepartmental Administration

• Review and respond to emails, field phone calls, and take messages, ensuring information is shared with relevant parties.


• Provide clear & professional communication to both internal and external parties regarding the department’s operations.


• Respectfully interface with our community regarding public works services.


• Communicate with employee groups to ensure relevant information is distributed.


• Other duties as assigned.

Qualifications

Training, Education, Experience

• Minimum of Grade 12 education, with additional courses or training in office administration preferred.


• Minimum 1-2 years' work experience in an administrative setting.


• Prior experience working with Tla’amin Nation or other indigenous governments is an asset.


• An equivalent combination of education and experience will be considered.


• Acceptable Police Information Check prior to employment.


• Valid Drivers Licence and acceptable Driving Record.

Knowledge, Skills, Abilities

• Knowledge of and/or experience with the Tla’amin Nation government structure and Tla’amin people and working with Indigenous communities.


• Moderate to intermediate proficiency in core Office 365 suite, such as Excel, Word, Outlook, and Teams.


• Excellent office administration skills, including filing and filing systems, and strong organizational and time management.


• Knowledge of (or interest in learning about) Public Works administration on a municipal scale.


• Strong interpersonal and communication skills with both internal and external parties.


• Ability to work independently with minimal day-to-day supervision and within a team-based work environment.


• Ability to prioritize tasks in a fast-paced environment.


• Ability to maintain attention to detail and balance accuracy with speed while processing documents.


• Ability to deal with sensitive and confidential information and situations.


• Strong cultural sensitivity with a deep respect for Tla’amin Nation culture, traditions and protocols. 

Working Conditions

Work is performed primarily in an office environment. Occasional travel to attend meetings and training is required.

How to Apply

Please apply by uploading your resume and cover letter to: https://tlaaminfirst.bamboohr.com/careers/296

Or

Drop-off/mail Attention: Human Resources Department, Tla’amin Nation, 4779 Klahanie Rd, qathet BC, V8A 0C4 

This posting will be open until the position is filled.

We thank all applicants for their interest, however only those shortlisted will be contacted.