Program Assistant

Okanagan Indian Band - Social Development & Training - Vernon, BC (30+ days ago)

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We are looking to fill this important position with our Social Development and Training Team. If you are interested in working with people, are customer service oriented, have excellent communication and organizational skills and a desire to be part of a collaborative team, this position is for you!

The Okanagan Indian Band offers a welcoming team environment and a rewarding job experience as you join us providing services to the Okanagan First Nations community.

PLEASE SEE COMPLETE JOB DESCRIPTION BELOW

Hours of work: Monday to Friday

Start date: August 2019

Deadline for Applications: August 2nd, 2019

The Program Assistant works with Departmental staff and program participants to complete all necessary documentation for the Pre-Employment Support Program, Income Assistance, or other employment and training-related programs.

REPORTING STRUCTURE

Reports to Social Development and Training Program Lead

JOB DUTIES AND RESPONSIBILITIES

  • Drafts and prepares confidential and non-confidential materials such as reports, forms, correspondence, and PowerPoint presentations
  • Assists program staff in maintaining confidential client files and completing program documentation
  • Assists with financial management of program expenditures including expense tracking and reconciliations
  • Coordinates staff and client travel- arranges and finalizes travel itineraries in coordination with travel agent and Finance Department
  • Transcribes, prepares and distributes departmental meeting agendas and minutes; schedules meetings as directed
  • Provides support in updating Departmental Databases (AIS, ARMS, and LMI, etc.)
  • Ensures all electronic files are backed-up regularly, using proper procedures
  • Develops excel forms and tracks financial expenditures for departmental programs
  • Conducts research and summarizes findings for internal reports
  • Develops and maintains a good working relationship with OKIB staff and representatives of other agencies and organizations
  • Provides friendly and respectful services to clients by phone, in person, and via email and provides general program/service information
  • Provides frontline client services for the Social Development and Training Department – including in person, telephone and email inquiries
  • Creates a monthly calendar highlighting Social Development and Training programs and events
  • Provides basic computer/technical support to Members using the Department computers for job search inquires, Employment Insurance claims, etc.
  • Maintains teleprompter updates for employment & training opportunities and community events’; shares updates with designated teleprompter hosts within the organization
  • Participates in Community Services Division event planning and program delivery
  • Undertakes administrative tasks, verifying information and responding to queries
  • Attends meetings
  • Performs all duties and responsibilities in accordance with the OKIB policies and procedures
  • 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.
  • Participate in community events as requested

QUALIFICATIONS

Education

  • Certificate/Diploma in Business/Office Administration
  • Career Development Practitioner Certificate would be considered an asset
  • Valid BC Driver’s licence

Experience

  • 1-3 years in an administrative or program support position
  • Experience working with First Nation Communities
  • An equivalent combination of education and experience will be considered

Competencies (KSAs & Desired Attributes)

  • Advanced Microsoft Office Skills (MS Word, Excel, PowerPoint, etc.)
  • Experience with expense tracking or budget maintenance
  • Possess cultural awareness and sensitivity
  • Knowledge of Okanagan culture and traditions, preferred
  • Proficient in dealing with public and staff in a confident and courteous manner
  • Positive attitude
  • Demonstrated ability to work with individuals to overcome barriers
  • Strong verbal and written communication
  • Desire to increase capacity through professional development
  • Ability to work as a part of an inter-disciplinary team
  • Ability to listen and demonstrate empathy
  • Ability to exercise tact and diplomacy
  • Ability to maintain confidentiality
  • Honest, trustworthy and respectful

Job Type: Full-time