Office Manager

• Orders supplies for the office and ensures a consistent supply of inventory is available.
• Coordinates the processing of orders and receipt of all supply orders including delivering products to the appropriate departments.
• Maintain the inventory of stationary and ensure that all printer areas are tidy and properly stocked.
• With approval of the Band Manager, orders office furniture and oversees office set-ups and internal moves by scheduling staff accordingly, informing IT and updating staff listings with any changes to phone extensions.
• Oversees all aspects and responsibilities for the Administration receptionist role and provides backup when required.
• Oversees and coordination of internal meeting room booking/catering requests, answering in a timely manner with confirmation emails, scheduling the staff required for set up, take down and clean up.
• Oversees all aspects and coordination of external facility booking/catering requests, answering in a timely manner with confirmation emails, creating the contract agreement, receiving payment, scheduling the staff required for set up, and take down, and clean up.
• Oversees all aspects of issuing/returning keys and fobs for/from employees, utilizing Kantech and keeping up to date records, as well as contacting locksmiths for key cutting and/or repairs.
• Oversees all sign-out and sign-in of the Clickshare for meeting spaces; keeps the Clickshare in a safely locked space and only gives out when requested with a booking and sign out sheet has been signed.
• Ensures that all office printers are equipped with ink/toner and equipment is serviced on a regular basis and sending recycling of ink/toner to appropriate destinations.
• Monitor security cameras and report any concerns to the proper authorities/managers.
• Overseeing the ordering of name plates for offices, meeting rooms and various other locations.
• Communicates and responds to routine requests or inquiries via telephone, email or in-person.
• Plans and reviews administrative services duties to promote and maintain
• Liaisons with contractors (IT provider, Phone System, Security, VoIP, etc.) as required to forward issues as identified by managers.
• Specializes in various program and administrative disciplines including records management, communications, organization and scheduling
• Assists with mail outs and processing debit/credit card transactions for activities such as special events or tax payments.
• Participates in relevant training and workshops identified by the Band Manager.
• Monitors areas of responsibility for opportunities for improvement and innovation and works proactively to implement these.
• Attends departmental meetings and events as required.
• Exercises high degree of tact and diplomacy with the TFN Membership and all Band contacts.
• Maintains strict confidentiality and exercises sound judgment and discretion at all times.
• Presents a professional, confidential, positive and helpful attitude at all times.
• Promotes a safe workplace, ensures that all established safety procedures are followed.
• Carries out other duties essential to the position as directed by the Band Manager.

• Grade 12 graduation (Dogwood or BC Adult Graduation Diploma); and
• 3 years' experience working with a First Nation organization in an administrative position; or
• An equivalent combination of education and experience;
• Post-secondary diploma or certificate/training in business or office administration required;
• Experience creating documents, spreadsheets, memos, messages etc. with Microsoft programs;
• Experience maintaining records, filing and correspondence tracking, coordinating meetings, and drafting correspondence;
• Vulnerable Sector Criminal Record Check required as a condition of employment.

• Sound knowledge of routine office practices, systems and procedures; and of the proper form of business letters and business English;
• Sound knowledge of word processing, spreadsheets, presentation and publisher using Microsoft Office;
• Sound knowledge of creating formal minutes, and professional documents or presentations;
• Sound organizational skills and extremely detail-oriented;
• Advanced verbal and written communication skills including the ability to provide, obtain or follow clear, concise and accurate information orally and in writing (including spelling, grammar, context and structure);
• Ability to exercise initiative and courtesy and to assess situations and recommend solutions;
• Ability to work independently with limited direction, act on own initiative, set own priorities and meet tight or changing deadlines;
• Ability to maintain strict confidentiality and to exercise sound judgment and discretion when dealing with sensitive issues;
• Ability to foster and maintain positive working relationships with colleagues and external contacts;
• Strong work ethic including the ability to take initiative; to attend work on a regular and consistent basis, and to demonstrate a collaborative approach to problem solving.

Tsawout First Nation