Indefinite full-time position, with a 6-month probationary period
Under the supervision of the Team Leader Administrative Services, the Administrative Assistant is responsible to provide overall
administrative support to the various service areas of KSCS.
Under general supervision, the Administrative Assistant independently applies learned skills and knowledge associated with administrative
tasks to complete diverse, moderately complex assignments within defined policy and according to objectives.
The Administrative Assistant provides administrative and clerical support to relieve department staff or managers of administrative details.
Applies software knowledge and skills to produce various types of documents ensuring quality and consistency. Manages incoming
correspondence and distribution. Provides effective maintenance of various file systems. Coordinates specific departmental tasks
assigned by management. Support and assists various work groups and committees. May be assigned to various functional areas of the
organization. May be required to provide support to reception.
The decisions necessary for the position are straightforward in nature, within clearly defined procedures and practices specific to the
department or work group and are regularly reviewed. May deal with highly sensitive information.
Provides general administrative support to KSCS
➢ Applies software skills (e.g. Word, Excel, and PowerPoint) to draft various documents
ensuring quality and consistency, including letters, memos, templates, forms, reports,
contracts and agreements.
➢ Manages and performs all mail run duties to KSCS satellite offices.Circulates memos and
information upon requests to employees.
➢ Maintains mailing lists and provides mail merge services.
➢ Photocopies and files documents in the appropriate areas of KSCS.
➢ Develops an office supply system to maintain an appropriate level of inventory, and a
system of tracking orders and usage.
➢ Operates and maintains effective working condition of office equipment.
➢ Distributes incoming faxes and sends faxes.
➢ Drafts and designs layouts for reports, presentations, brochures, manuals, catalogues,
and proposals to create visual appeal.
➢ Uses various collection tools to gather and input data.
➢ Manages and maintains various spreadsheets and databases.
➢ May be required to develop charts, graphs, or graphic elements for documents.
➢ Provides an inventory and tracking of office equipment signed-out (laptops, projectors,
etc.)
➢ Records and tracks documents/files signed out.
Supports and assists work groups, committees or service areas with area specific tasks
➢ Organizes meetings for various KSCS groups, which may include room booking,
preparation and distribution of agenda, invitations or reminders, recording minutes or
decisions and attendance, distribution of minutes, etc.
➢ When requested, researches information relevant to the needs of the clients, topics,
discussion or agenda items.
➢ Manages schedules and rosters as required.
➢ May be required to assist supervisors with office maintenance, such as general
organizing, filing, and administrative processes.
➢ May be required to provide assistance or guidance on office technologies such as
electronic whiteboards, computer laptops, etc.
Provides filing and data management support
➢ Maintenance of paper and electronic filing systems, reference libraries, records
management systems, Case Management Recording System.
➢ May be required to classify, index and file materials such as records, correspondence and
technical documents.
➢ Provides file retrievals and information services for various service areas.
➢ Records and tracks documents/files signed out.
➢ Reviews returned files and ensures that they are in operating order before returning back
into system.
➢ Files all finance and administration documents upon request.
➢ Locates and selects materials as required to meet general information requests.
Provide support to reception ➢ May be required to provide support to reception that includes:
o Operating a multi-line telephone system;
o Coordination of messages;
o Sorting and distribution of mail;
o Greeting clients;
o Room bookings;
o Preparing meeting rooms.
Performs any other job-related duties as may be required by the immediate Supervisor.
Skills and Requirements
➢ Excellent knowledge of Microsoft software (Word, Excel, Power Point).
➢ Good experience in desktop publishing, manipulating charts and graphs.
➢ Good experience in minute taking.
➢ Good knowledge of office equipment.
➢ Ability to draft written documents, proof-read for typographical and grammatical errors.
➢ Strong organizational skills and ability to prioritize work as new demands surface.
➢ Excellent verbal and written communications skills required.
➢ Strong interpersonal skills.
➢ Ability to work independently and in a team setting.
➢ Ability to multitask and make decisions.
➢ Ability to converse with clients.
➢ Ability to remain calm in different situations as they may arise.
➢ Ability to work under pressure.
➢ Lifestyle must reflect that of a positive role model.
Assets ➢ A valid driver’s license and access to a vehicle (some travel may be required).
➢ Knowledge of Kanien’keha.
➢ D.E.P in Administration, Secretarial or related field(s) of study and (2) years relevant
experience.
➢ High School Diploma and three (3) years or more relevant experience.
Environment: ➢ Regular work week, some flexible hours.
Stress Factor: ➢ Moderate stress with some periods of high stress.
Deadlines: ➢ Some tight deadlines (unplanned).
Kahnawake Shakotiia’takehnhas Community Services
PO BOX 1440
Kahnawake, Quebec
J0L1B0
humanresources@kscskahnawake.ca
