Position Summary:
Under the Immediate supervision of the CFO, the File Clerk/Administrative Assistant will be responsible for all office procedures and duties defined.
General Accountability:
- Add new material to file records and create new records, as necessary.
- Answer questions about records and files.
- Assign and record or stamp identification numbers or codes to index materials for filing.
- Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage according to file maintenance guidelines and/or legal requirements.
- Enter document identification codes into systems to determine locations of documents to be retrieved.
- Fine and retrieve information from files in response to request from authorized users.
- Keep records of materials filed or removes, using logbooks or computer.
- Modify and improve filing systems or implement new filing systems.
- Perform periodic inspections of materials or files to ensure correct placement, legibility, and proper condition.
- Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
- Scan or read incoming materials to determine how and where they should be classified or filed.
- Sort or classify information according to guidelines such as content, purpose, user criteria or chronological, alphabetical, or numerical order.
- Design forms related to filing systems.
- Gather materials to be filed that rotate to bring needed records to a particular location.
- Preform general office duties such as typing, operating office machines and sorting mail.
- Retrieve documents sorted in microfilm and place them in viewers for reading.
- Answer incoming calls and questions.
- Maintain a record of all incoming and outgoing correspondence including faxes.
- Pick up mail, stamp, and record.
- Maintain updated filing system.
- Ensure all confidential files, equipment and storage rooms locked at the end of each day.
- Maintain logged records of inventory.
- Maintain minutes of meetings.
- Maintain and update staff daily sign in sheets, request for all timesheets to be submitted on time.
Knowledge & Abilities:
- Knowledge of modern office equipment
- Interpersonal/human relations skills
- Organizational skills
- Telephone etiquette skills.
- Ability to maintain records and files.
- Proficient with Microsoft Office/Microsoft Excel.
- Maintaining Confidentiality
- Ability to exert physical effort maintaining and distributing files.
Qualifications:
- High School diploma or suitable equivalent
- Proficient using computers, and Microsoft Office Tools
- Work experience in similar position.
- Proficient with using photocopier.
- Outstanding communication skills, both verbal and written
- Ability to maintain confidentiality.
If interested, please email your cover letter and resume to:
Lorna Hart- Human Resource Director
Nisichawayasihk Cree Nation
Email: [email protected]
Phone: (204) 484-2604
We thank all who apply, however, only those selected for an interview will be contacted.