Administrative Assistant to Finance and Maada'ookii - 12 Month Contract
Top Benefits
About the role
- Use your knowledge and understanding of Administrative Assistant to Finance and Maada'ookii skills in representing our community's members
- Receive a competitive hourly wage of $32.34/hour ($58,018/yr. based on a - 34.5 hour workweek)
- Don't miss this chance to make a true difference to the vibrant community of the Mississaugas of Scugog Island First Nation
About The Mississaugas Of Scugog Island First Nation The Mississaugas of Scugog Island First Nation is a strong, vibrant, and progressive Indigenous community that is approximately a 1.5-hour drive from the heart of Toronto. Located nearby to the rural community of Port Perry, MSIFN has the benefits of small-town living while having close proximity to urban areas. As part of the Anishinabek Nation and signatories to the Williams Treaties and other pre-confederation treaties, MSIFN is extremely proud of our Indigenous culture and long history of protecting our Aboriginal and Treaty rights. As owners of the Great Blue Heron Casino and creators of the Noozhoo Nokiiyan Economic Development Limited Partnership, MSIFN has an entrepreneurial spirit and expectation for excellence. We encourage team members to be professional, flexible, dynamic, team players, who have a self-starting attitude and respect for all employees in the workplace. While working within clear lines of authority, MSIFN requires someone who can bring out the best in those who surround them. We are a busy First Nation, with many capital projects and opportunities ahead. The community and workplace are led by an elected Council of 5 (a Chief and four Councillors) and a Senior Management Team led by the First Nation Manager and including Managers from Operations, Finance, Human Resources, Information Systems, Water Wastewater, and Health and Social Services. We value the hard work of our entire workforce and support them with a culture of collaboration and respect.
For more information about our vibrant community please visit our homepage by clicking here.
Make a Difference Within Our Community Currently, the Mississaugas of Scugog Island First Nation (MSIFN) is looking for an experienced Administrative Assistant to Finance and Maada'ookie to join our community and work with our members and management team in Scugog, ON on a fixed-term contract (12 months) basis . The hours of this role are Monday to Thursday, 8:30 am to 4:30 pm, and Friday 8.30 am to 1:00 pm. Occasional evening and/or weekend work may be required to meet operational needs.
Job Summary Under the guidance of the Finance Manager, provide administrative support to the Finance department. This position also serves as Secretary to the MSIFN Maada'ookii Committee and as Minute Taker for the Financial Advisory Committee. Overall duties include preparing correspondence, coordination of internal and external meetings with various stakeholders, preparation of minutes, coordination of periodic financial reviews with investment counsel and financial institutions as required. It also includes ensuring that financial administrative systems are functioning effectively and efficiently to support smooth operations of the MSIFN Finance department to service staff, MSIFN members, visitors, and the public at large.
Essential Functions
- Coordinate Maada’ookii Committee activities by managing correspondence with applicants, organizing meetings, preparing agendas, reviewing and summarizing applications, and ensuring all necessary logistics are arranged. Attend meetings to take minutes, distribute to committee members, and follow up on action items such as preparing cheque requests and notifying applicants of approval status as needed
- Manage the Maada’ookii budget and track related expenses; present financial reports and updates for the committee to support informed decision-making and ensure accountability
- Support the Financial Advisory Committee (FAC) by scheduling meetings, preparing meeting materials, and ensuring all relevant documentation is distributed in advance. Attend meetings, take minutes, and maintain records in accordance with the Financial Administration Law (FAL)
- Manage the corporate credit card program, including issuing, deactivating, and adjusting credit limits as required. Assist staff with card usage, downloading statements for reconciliation, and providing administrative support for the procurement process
- Send monthly financial statements and general ledger (GL) reports to budget owners, following up for variance reports when necessary. Provide monthly financial statements to the Financial Advisory Committee (FAC) and management, ensuring compliance with FAL requirements
- Assist with the preparation and management of budgets, including coordinating with budget owners to gather necessary information and updating financial software with final approved budgets. Enter budget adjustments and provide documentation to relevant staff for further updating of budget records
- Contribute to community development by assisting in the creation and delivery of finance-related workshops for staff and community members. Help generate content for the community newsletter and coordinate contributions from finance team members
- Provide administrative support by preparing, editing, and proofreading documents such as reports, letters, and presentations. Maintain filing systems, arrange meetings, manage travel schedules for staff, and handle general inquiries and communication
- Provide Accounts Payable data entry support for invoices and payments as required, and act as a backup to Accounts Receivable, preparing monthly invoices and/or tax correspondence for signature as required
- Assist the Finance Manager by recommending improvements, contributing to the development of goals, objectives, and policies, and maintaining an organized tracking and distribution system for approved finance policies.
- Coordinate documentation for the Finance Manager, provide backup for special committees and activities, act as backup to receive deposits, support MSIFN subsidiaries, assist with auditor inquiries, and handle special projects and tasks as assigned by the Finance Manager
PAY RATE : $32.34 - $37.27 (Pay Grade H) Minimum Qualifications
- College Diploma Office or Business Administration or related field
- 3 years work related experience, 5 years total work experience or equivalent training and experience as determined by the hiring committee
Specialization Required
- Valid driver’s license and $1M liability insurance
- CPIC acceptable to position upon conditional offer
- Strong written and verbal communication skills, with the ability to communicate confidently and effectively
- Proven experience in coordinating travel arrangements, meetings, events, and managing calendars/schedules
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Internet use
- Highly organized with a keen attention to detail, capable of meeting deadlines and adapting to changing priorities
Considered An Asset
- Experience working within an ERP system (ie. Sage, Quickbooks) or similar system
- Work experience with First Nation or Indigenous Organization
- Knowledge of legislation governing First Nations
- Experience and/or training in Operations, Procurement, Human Resources or Finance
- Experience in supporting senior management
- Relevant work experience in a finance department or environment
Do you want to make a lasting difference to a vibrant First Nation community? Here’s your chance!
About The Benefits In recognition of your hard work and dedication, you can look forward to a competitive hourly wage of $32.34/hr. ($58,018 /yr. based on a - 34.5 hour workweek) along with the following excellent package:
- Access to the Employee and Family Assistance Program (EFAP)
- 6% vacation pay
- 14 Statutory Holidays
- 2 Week Paid Christmas Shutdown
This is your chance to be part of a dynamic and growing community where you will have the opportunity to implement processes and make your mark for the better of all.
If you share our values and have the skills necessary to bring success to the role, then we invite you to apply today! Please note that a Criminal Record Check with a Vulnerable Sector Search (CPIC/VSS) acceptable to the position is required upon conditional offer. Expenses for CPIC/VSS are reimbursed after orientation. Apply Now
Administrative Assistant to Finance and Maada'ookii - 12 Month Contract
Top Benefits
About the role
- Use your knowledge and understanding of Administrative Assistant to Finance and Maada'ookii skills in representing our community's members
- Receive a competitive hourly wage of $32.34/hour ($58,018/yr. based on a - 34.5 hour workweek)
- Don't miss this chance to make a true difference to the vibrant community of the Mississaugas of Scugog Island First Nation
About The Mississaugas Of Scugog Island First Nation The Mississaugas of Scugog Island First Nation is a strong, vibrant, and progressive Indigenous community that is approximately a 1.5-hour drive from the heart of Toronto. Located nearby to the rural community of Port Perry, MSIFN has the benefits of small-town living while having close proximity to urban areas. As part of the Anishinabek Nation and signatories to the Williams Treaties and other pre-confederation treaties, MSIFN is extremely proud of our Indigenous culture and long history of protecting our Aboriginal and Treaty rights. As owners of the Great Blue Heron Casino and creators of the Noozhoo Nokiiyan Economic Development Limited Partnership, MSIFN has an entrepreneurial spirit and expectation for excellence. We encourage team members to be professional, flexible, dynamic, team players, who have a self-starting attitude and respect for all employees in the workplace. While working within clear lines of authority, MSIFN requires someone who can bring out the best in those who surround them. We are a busy First Nation, with many capital projects and opportunities ahead. The community and workplace are led by an elected Council of 5 (a Chief and four Councillors) and a Senior Management Team led by the First Nation Manager and including Managers from Operations, Finance, Human Resources, Information Systems, Water Wastewater, and Health and Social Services. We value the hard work of our entire workforce and support them with a culture of collaboration and respect.
For more information about our vibrant community please visit our homepage by clicking here.
Make a Difference Within Our Community Currently, the Mississaugas of Scugog Island First Nation (MSIFN) is looking for an experienced Administrative Assistant to Finance and Maada'ookie to join our community and work with our members and management team in Scugog, ON on a fixed-term contract (12 months) basis . The hours of this role are Monday to Thursday, 8:30 am to 4:30 pm, and Friday 8.30 am to 1:00 pm. Occasional evening and/or weekend work may be required to meet operational needs.
Job Summary Under the guidance of the Finance Manager, provide administrative support to the Finance department. This position also serves as Secretary to the MSIFN Maada'ookii Committee and as Minute Taker for the Financial Advisory Committee. Overall duties include preparing correspondence, coordination of internal and external meetings with various stakeholders, preparation of minutes, coordination of periodic financial reviews with investment counsel and financial institutions as required. It also includes ensuring that financial administrative systems are functioning effectively and efficiently to support smooth operations of the MSIFN Finance department to service staff, MSIFN members, visitors, and the public at large.
Essential Functions
- Coordinate Maada’ookii Committee activities by managing correspondence with applicants, organizing meetings, preparing agendas, reviewing and summarizing applications, and ensuring all necessary logistics are arranged. Attend meetings to take minutes, distribute to committee members, and follow up on action items such as preparing cheque requests and notifying applicants of approval status as needed
- Manage the Maada’ookii budget and track related expenses; present financial reports and updates for the committee to support informed decision-making and ensure accountability
- Support the Financial Advisory Committee (FAC) by scheduling meetings, preparing meeting materials, and ensuring all relevant documentation is distributed in advance. Attend meetings, take minutes, and maintain records in accordance with the Financial Administration Law (FAL)
- Manage the corporate credit card program, including issuing, deactivating, and adjusting credit limits as required. Assist staff with card usage, downloading statements for reconciliation, and providing administrative support for the procurement process
- Send monthly financial statements and general ledger (GL) reports to budget owners, following up for variance reports when necessary. Provide monthly financial statements to the Financial Advisory Committee (FAC) and management, ensuring compliance with FAL requirements
- Assist with the preparation and management of budgets, including coordinating with budget owners to gather necessary information and updating financial software with final approved budgets. Enter budget adjustments and provide documentation to relevant staff for further updating of budget records
- Contribute to community development by assisting in the creation and delivery of finance-related workshops for staff and community members. Help generate content for the community newsletter and coordinate contributions from finance team members
- Provide administrative support by preparing, editing, and proofreading documents such as reports, letters, and presentations. Maintain filing systems, arrange meetings, manage travel schedules for staff, and handle general inquiries and communication
- Provide Accounts Payable data entry support for invoices and payments as required, and act as a backup to Accounts Receivable, preparing monthly invoices and/or tax correspondence for signature as required
- Assist the Finance Manager by recommending improvements, contributing to the development of goals, objectives, and policies, and maintaining an organized tracking and distribution system for approved finance policies.
- Coordinate documentation for the Finance Manager, provide backup for special committees and activities, act as backup to receive deposits, support MSIFN subsidiaries, assist with auditor inquiries, and handle special projects and tasks as assigned by the Finance Manager
PAY RATE : $32.34 - $37.27 (Pay Grade H) Minimum Qualifications
- College Diploma Office or Business Administration or related field
- 3 years work related experience, 5 years total work experience or equivalent training and experience as determined by the hiring committee
Specialization Required
- Valid driver’s license and $1M liability insurance
- CPIC acceptable to position upon conditional offer
- Strong written and verbal communication skills, with the ability to communicate confidently and effectively
- Proven experience in coordinating travel arrangements, meetings, events, and managing calendars/schedules
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Internet use
- Highly organized with a keen attention to detail, capable of meeting deadlines and adapting to changing priorities
Considered An Asset
- Experience working within an ERP system (ie. Sage, Quickbooks) or similar system
- Work experience with First Nation or Indigenous Organization
- Knowledge of legislation governing First Nations
- Experience and/or training in Operations, Procurement, Human Resources or Finance
- Experience in supporting senior management
- Relevant work experience in a finance department or environment
Do you want to make a lasting difference to a vibrant First Nation community? Here’s your chance!
About The Benefits In recognition of your hard work and dedication, you can look forward to a competitive hourly wage of $32.34/hr. ($58,018 /yr. based on a - 34.5 hour workweek) along with the following excellent package:
- Access to the Employee and Family Assistance Program (EFAP)
- 6% vacation pay
- 14 Statutory Holidays
- 2 Week Paid Christmas Shutdown
This is your chance to be part of a dynamic and growing community where you will have the opportunity to implement processes and make your mark for the better of all.
If you share our values and have the skills necessary to bring success to the role, then we invite you to apply today! Please note that a Criminal Record Check with a Vulnerable Sector Search (CPIC/VSS) acceptable to the position is required upon conditional offer. Expenses for CPIC/VSS are reimbursed after orientation. Apply Now