Aboriginal Peoples Training &

Employment Commission (APTEC)

Native Council of Nova Scotia

POSITION DESCRIPTION

Position Title: APTEC Administrative Support

Salary: $21.98 - $25.27 per hour/35 hours work week

Term: 1 year contract position with the possibility of renewal

Location: NCNS APTEC Offices 172 Truro Heights Road, Truro, NS

Position Reports to: Chief Programs Officer / APTEC Partnership Officer

Positions Supervised: N/A

Position Overview

Under the direction of and reporting to the APTEC Partnership Officer, the Administrative Support position is responsible for clerical, financial, and administrative services to the APTEC service and its projects as assigned by the Chief Programs Officer and the APTEC Partnership Officer.

Essential Functions and Duties

Meeting Coordination:

o Coordinate meeting facilities, catering services, and accommodation for the APTEC service, as needed.

o Organize and communicate meeting agendas and travel itineraries.

o Process travel claims and other payables for staff/committees/boards.

Administrative Support:

o Provide general administrative support to the APTEC services of the NCNS.

o Prepare purchase orders and cheque requisitions for approval.

o Complete minutes of meetings as directed by the APTEC Partnership Officer / CPO and for Chief & President when requested.

o Facilitate invoice payments by contacting clients, contractors, vendors, etc., with outstanding accounts.

o Assist in completing monitoring of each funded contract as per agreement requirements, as the APTEC service sponsors Indigenous clients to attend learning institutions or enter the labour market.

o Assist in completing monthly or quarterly reports for APTEC projects.

Event and Program Coordination:

o Coordinate and lead the planning of staff meetings, staff training events and team building events.

o Assist with collecting data for quarterly and annual reports for the APTEC Service.

Financial and Reporting Assistance:

o Process travel claims for workshops/meetings and ensure details are submitted for approval and sent for processing.

o Assist with quarterly and year-end reporting for the APTEC service, including budget updates for management meetings.

o Assist in providing monthly summaries and budget commitment of sponsorship to management.

o Work with management to secure necessary approvals for payments and agreements.

Confidentiality and Compliance:

o Maintain up-to-date files and ensure confidentiality agreements are followed.

o Continuously seek education and training to remain culturally responsive and sensitive to the needs of clients.

Additional Duties:

o Assist with community outreach efforts to promote the APTEC service.

o Perform any other related duties as required to support the operational and/or program needs of the APTEC Service, as requested by APTEC Partnership Office and Chief Programs Officer.

o Provide assistance as requested by Chief Programs Officer to support operations of the organization.

Performance Measurements

Performance will be measured on several aspects, including but not limited to:

Submission of detailed, and accurate reports and documents, when required and within scope of requirements.

Management of and the completion of activities as outlined within the job description and any other associated work plans.

Management of all activities in a timely and culturally sensitive manner.

Qualifications and Competencies

The following qualifications are desired:

Education/Certification/Experience:

o High School Diploma or GED equivalent.

o A combination of education, training, and experience will be considered for this position; A diploma in administrative services or office system technology would be considered an asset.

o A minimum of two years working with the Mikmaq/Indigenous population and/or knowledge and understanding of Mikmaq/Indigenous culture, values, and practices; lived experience will be considered an asset.

o Experience working in a fast-paced environment.

Skills/Abilities/Knowledge:

o Understanding of the Mikmaw culture, communities, and organizations.

o Working knowledge of First Nation Communities, the Rural & Urban off-reserve community, First Nation/Indigenous service delivery organizations, and applicable government programming, etc.

o Ability to professionally represent the NCNS with clients, at meetings and other gatherings.

o Demonstrated strong initiative, motivation, conscientiousness and dedication.

o Ability to work unsupervised with a high level of productivity with the ability to seek and take direction.

o Ability to be adaptable, flexible, manage multiple priorities to ensure clients are well served and relationships are developed and maintained.

o Ability to think analytically and critically while problem solving to identify specific needs and potential solutions.

o Ability to manage time and various activities effectively and efficiently while providing quality customer service.

o Proficient in Microsoft Office Suite, facilitation, presentation and the use of various communication mediums (telephone etiquette, meetings, etc.)

o Ability to develop relationships, which include strong interpersonal and communication skills, both written and verbal, in addition to advocacy, collaboration, conflict resolution, negotiation, and active listening.

o Ability to work independently and in a team environment.

o Ability to think strategically and able to look at the larger picture.

Additional Position Requirements:

o Time in the office in front of a computer is required, in addition to experience using the Microsoft Suite products.

o Occasional requirement to work outside of normal working hours due to the requirements of the APTEC program and clients.

o Valid drivers license

o Clear criminal record (including vulnerable sector screening), and child abuse registry is required.

o Some familiarity with the Mikmaw language (an asset) or willingness to learn Mikmaw greetings.

o If all qualifications are equal, preference will be given to person of Aboriginal/Indigenous ancestry in accordance with the Aboriginal Employment Preference Policy of the Canadian Human Rights Commission.