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administrative assistant

Posted on May 05, 2025 by Employer details Acadia First Nation

Job details

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 an Administrative Assistant, reporting to the Executive Director/Band Manager, responsible for supporting the overall functionality of the Yarmouth Office, with answering and fielding calls, addressing inquiries, professionals service schedule and bookings, organizing events and activities, maintaining an 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 Yarmouth Office employees · Prepare correspondence, minutes, and or reports as requested by Executive Director/Band Manager and or WFN Chief and Council · Pick up and distribute mail, open and date stamp all general correspondence (the Chief?s mail must be scanned and emailed if urgent) · Make travel reservations, and hotel bookings on behalf of employees for WFN and direct accounts, as needed · Assist in the planning, preparation, and catering of all in-person meetings as requested · Maintain accurate and current filing system of all correspondence · Maintain the security of the building, including building keys and security codes · 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.) · 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 · 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 by WFN Council · Ensure that lights, equipment, etc. are turned on/off upon arrival or before leaving the office each night, & lock the door · Coordinate water testing for Yarmouth Reserve residents as per Health Canada guidelines · Adhere to all Wasoqopa?q First Nation (WFN) Policies, Procedures and necessary procedures, as req