ADMINISTRATIVE ASSISTANT

Internal/External job posting
Indeterminate, full-time position

Location: Ottawa
Closes: May 14, 2019 - 4:30 pm
Posting #: 051419-AA-OTT

 

The Métis Nation of Ontario head office in Ottawa has approximately 40 employees. The branches working at Head Office are in the following branches: Chief Operating Officer, Chief Strategy Officer, Communications, Human Resources, Finance, Education and Training, Healing and Wellness, Information and Communication Technology, and Registry. This position provides the opportunity for building work-related and indigenous knowledge. As part of the Operations Team, service will be provided throughout head office on an “as needed” basis.

In carrying out the following duties, it is expected that the Administrative Assistant will at all times:

  • Fully understand the significance and fundamental importance of MNO’s Statement of Prime Purpose (SPP) to all MNO’s work, and to the requirements of the position specifically
  • Adhere to MNO Policies and Procedures and MNO’s Financial Policies and Procedures at
  • Uphold MNO’s Standards of Professional Conduct
  • Adhere to Privacy Laws and respect confidential information
  • The employee must be cognizant of the Ontario Employment Standards Act, Occupational Health and Safety Act, Workers' Safety and Insurance Board, Ontario Human Rights Code, Canadian Human Rights Act, and other legislative provisions governing the employment relationship between MNO and the employee
  • Ensure that all activities are conducted in accordance with established Métis Nation of Ontario Policies and Procedures and Contribution Agreements (CA)
  • Work in collaboration within the Branch, other MNO branches, MNO leadership, MNO citizens, MNO contractors and consultants on related projects
  • Attend the Annual General Assembly (MNO Policy 2.120)

 

Reporting to the Manager of Program Development, the duties include but are not limited to:

The incumbent is responsible for the following items in order to provide service and assistance to all MNO Branches,  as well as other duties and responsibilities as may be assigned by the Designated Approving Authority:

Operations:

  1. communicate with employees and political entity as requested
  2. computer data entry and hardcopy filing
  3. Attend and provide record of meetings as required
  4. Act as relief or backup for Receptionist, other administrative personnel
  5. support overall administration and operations
  6. coordinate travel, accommodations and activities as required
  7. work in collaboration to share information and plan coordination activity
  8. assist with internal meeting preparation activity:  prepare agendas, make arrangements, secure facilities and vendors, follow-up
  9. coordinate events related to outreach, training and operations; assist with Annual General Assembly from preparations to reporting
  10. prepare and process purchase orders
  11. compile and prepare statistical reports
  12. draft branch correspondence
  13. coordinate and update contribution agreement budget and deliverables tracking system
  14. assist with preparation of proposals for funding and projects
  15. obtain quotes for materials, supplies, and meetings and provide recommendations 
  16. renew, update, maintain the file system and confidential filing
  17. process incoming/outgoing correspondence,  documents, submissions and reports
  18. respond to general branch enquiries
  19. provide training to support staff

 

Human Resources:

  1. Process, verify and register documentation relating to personnel activities such as staffing, recruitment, onboarding, training, and “end of employment”
  2. Maintain and update hardcopy and computerized filing, and compile and prepare reports and documents relating to personnel activities
  3. Computer data entry including but not limited to Ceridian Payroll, Benefits, Pension, performance evaluations
  4. Respond to telephone and written enquiries from staff and the general public regarding personnel matters, or referring to appropriate staff
  5. Arrange for advertising and posting of job vacancies
  6. Schedule and prepare for interviews 
  7. Administer and score employment tests, such as keyboarding and proofreading tests
  8. Conduct reference checks and advise Interview Board
  9. Notify interviewed candidates of results of selection process and prepare job offers
  10. Assist with Health and Safety as requested
  11. Arrange for in-house and external training activities

 

Finance Branch:

  1. Provide assistance and back-up when required.

 

Education & Training and Healing and Wellness:

  1. Provide assistance and back-up to Operations Assistants.

 

Mandatory Qualifications:

  • Sound knowledge of computer programs (excel, word, etc.) and keyboarding accuracy
  • Minimum 3 years’ office experience
  • Excellent communication skills (written and oral)

Requirements:

  • Proficiency using standard office equipment
  • Attention to detail and meeting deadlines
  • Ability to work alone or in a team environment
  • Knowledge of Indigenous culture, issues and current activities\
  • Research and report writing skills

 

The Métis Nation of Ontario welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

We thank all applicants for their interest but advise that only those selected for an interview will be contacted.

Preference may be given to qualified Métis candidates (please identify). 

Application Instructions

To apply answer the following questions. Questions denoted by a " * " are mandatory requirements and must provide the appropriate response in order to continue to the next stage:

 

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