WBYL Administrative Assistant

Job summary

The Administrative Assistant provides support for the Secure Certificate of Indian Status program by assisting applicants, managing documentation, and performing general office duties. They are responsible for maintaining client files, preparing reports, and ensuring compliance with organizational policies.

Job details

Position Summary: Under the overall direction of the White Buffalo Youth Lodge (WBYL) Director, the Administrative Assistant will provide assistance and support to the WBYL Program Coordinator to implement the activities for Secure Certificate of Indian Status (SCIS) program and events. The Administrative Assistant will be required to perform an array of WBYL Administrative duties including secretarial and receptionist duties. Additional responsibilities include taking minutes during meetings, scheduling appointments, compiling statistics and assist with reporting. The Administrative Assistant will follow the Saskatoon Tribal Council Personnel and Financial Policies. Responsibilities: * Provide information to various audiences about the procedures to obtain or renew the Secure Certificate of Indian Status; * Assist applicants in completing and submitting their SCIS application forms, accept SCIS applications, and provide clients with information and assistance regarding access to registration; * Take photographs for SCIS applications, photocopy the required documents, and review applications for completion; * Endorse the applicable documents and pictures as required; * Scheduling appointments for applicants; * Ensure that timelines are adhered to so that clients receive their SCIS within service standards; * Communicate any application concerns to Indigenous Services Canada (ISC); * Assist with reports on application statistics to management and ISC; * Prepare applications for postage to ISC; * Obtain and examine supporting documentation and signatures for each event reported to ensure they adhere to policy, as directed by supervisor; * Ensure the security of files and confidentiality of client information; * Maintain files and records in compliance with legislation and policies. * Prepare documentation for meetings and ensure documentation is properly distributed; * Opening and closing the office; * Perform other related duties as defined and assigned by the reporting Director or designate on an as-required basis. EDUCATION AND EXPERIENCE: * Post-secondary education in Office/ Business Administration; and * Minimum two (2) years relevant experience; OR * Equivalent combination of education and experience may be considered. KNOWLEDGE, SKILLS AND/OR ABILITIES: * General knowledge of programs and services provided by Indigenous Services Canada; * Knowledge in the operation of office equipment; * Skilled in the use of Microsoft Office, specifically Outlook, Teams, Word and Excel; * Excellent communication and interpersonal skills; * Competent in customer service with ability to deal with public in a professional manner; * Ability to work independently and also collaboratively with team members; * Good organizational skills with attention to detail and timelines; * Knowledge of the political, social, and economic objectives of the Saskatoon Tribal Council and the Dakota, Cree, and Saulteaux cultures will be considered an asset. OTHER: * Must possess a valid Saskatchewan driver’s license and meet STC’s insurance requirements; * Must provide a current, original, Canadian Criminal Record Check (CPIC) and vulnerable sector as a condition of employment; * Must be willing to work flexible hours, evenings, and weekends, and to perform other related duties as required or assigned. * As noted above, travel to communities.

What you’ll do

The Administrative Assistant provides support for the Secure Certificate of Indian Status program by assisting applicants, managing documentation, and performing general office duties. They are responsible for maintaining client files, preparing reports, and ensuring compliance with organizational policies.

Requirements

Candidates must have post-secondary education in Office or Business Administration and a minimum of two years of relevant experience. A valid driver's license and a clean criminal record check are mandatory conditions of employment.

Listed skills

• Customer service · Preferred
• Administrative Support · Preferred
• interpersonal skills · Preferred
• Attention to detail · Preferred
• Teams · Preferred
• Microsoft Excel · Preferred
• record keeping · Preferred
• Reporting · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• Microsoft Word · Preferred
• Communication Skills · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Secretarial duties
• Receptionist duties
• Data entry
• Microsoft Office
• Outlook
• Teams
• Word
• Excel
• Customer service
• Communication skills
• Interpersonal skills
• Organizational skills
• Attention to detail
• Record keeping
• Reporting
• Office Equipment
• Professionalism
• Financial Policy
• Organizational Skills
• Administrative Functions
• Service Standards
• Valid Driver's License
• Microsoft Excel
• Business Administration
• Customer Service
• Communication
• Confidentiality
• Interpersonal Communications
• Microsoft Outlook
• Statistics
• Setting Appointments
• Detail Oriented

Job areas

• Administrative
• Social Services
• Government & Public Sector
• Customer Service & Support
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

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