CG Hylton Inc. is assisting with facilitating the recruitment and hiring process on behalf of Mowachaht/Muchalaht First Nation.
Overview
The Mowachaht/Muchalaht First Nation is hiring a Health and Social Services (HSS) Administrative Assistant. This position provides administrative, coordination, financial, and records support to ensure the smooth day-to-day operation of the HSS department. The position supports management and staff with correspondence, scheduling, meetings, reporting deadlines, funding-related documentation, travel arrangements, basic financial administration, and organized record keeping.
This full-time, on-site position offers 31.5 hours per week and an hourly wage ranging from $23.60 to $29.47, based on experience. A comprehensive benefits package and pension plan are included.
Location
The Mowachaht/Muchalaht First Nation, a territory located on the beautiful west coast of Vancouver Island.
Duties and Responsibilities:
- Provide day-to-day administrative support to the Health and Social Services Manager and HSS staff, including scheduling, follow-ups, correspondence, departmental communications, and general office coordination.
- Prepare, format, and process correspondence, memorandums, reports, forms, spreadsheets, agendas, minutes, and other documents from written or oral instruction using Microsoft Office and other approved systems.
- Create, collect, compile, and maintain HSS department data, reports, records, and supporting documentation, ensuring information is organized, up to date, and handled confidentially.
- Assist with funding applications, reporting requirements, contracts, program documentation, and follow-up with provincial, federal, First Nation, health, social services, and community program partners as directed.
- Arrange, plan, and organize HSS meetings, including agenda preparation based on manager guidance, booking meeting spaces, arranging catering, sending invites, recording attendance, and taking accurate meeting minutes.
- Book and organize travel, accommodation, training courses, meeting logistics, and approved participant arrangements as requested.
- Provide basic financial administration support, including issuing or tracking purchase orders, collecting expense receipts, preparing travel forms, coding invoices, supporting billing summaries, and liaising with Finance as required.
- Assist with collecting, organizing, and submitting timesheets, leave forms, attendance records, and other payroll or absence-related documentation at the direction of the HSS Manager.
- Maintain tracking lists for departmental equipment, supplies, training, and operational items, and assist with ordering, inventory, and follow-up where required.
- Support document retention, filing, scanning, archiving, and electronic organization of departmental records in accordance with MMFN procedures.
- Draft memos, letters, notices, and other internal or external correspondence as requested.
- Interact with staff, community members, service providers, and visitors in a respectful, tactful, compassionate, and culturally sensitive manner.
- Perform other related duties as deemed necessary to support the effective operation of the HSS department.
Minimum Qualifications (Education/Training/Certifications):
- Minimum completed bachelor’s degree in any discipline required, representing four years of completed university education.
- Two years of experience in an equivalent or higher administrative, coordination, office support, or program-support position required; three years of relevant experience is preferred.
Knowledge, Skills and Abilities:
- Experience working with First Nations, Indigenous organizations, health programs, social services, education, or community-based service environments is preferred.
- Experience with funding application preparation, reporting, contract documentation, purchase orders, expense claims, travel forms, and follow-up with internal or external partners is an asset.
- Experience handling confidential records and sensitive departmental information is required.
- Ability to work independently without close supervision while also contributing to a team environment where mutual support is essential.
- Strong organizational skills, attention to detail, and ability to manage multiple priorities, changing tasks, and reporting deadlines.
- Ability to deal with individuals in varying situations where complex, high-pressure, difficult, or sensitive matters may arise.
- High level of competency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint; familiarity with Google Suite and electronic records systems is an asset.
- Effective verbal, written, and presentation communication skills.
- Strong discretion, confidentiality, judgment, and professionalism when handling HSS-related information.
- Ability to interact with others in a tactful, compassionate, respectful, and culturally sensitive manner.
Other:
- A valid Drivers license, with access to own transportation vehicle.
- An RCMP clearance not older than one year.
- Ability to occasionally travel or attend meetings, training, or community-related activities as required.
What we offer:
- Competitive wages and a professional work environment.
- A relocation package may be offered to the right candidate.
- A Pension Plan with matching contributions.
- A competitive Health Benefit Plan.
- 63 hours work biweekly, with every other Friday off, promoting a healthy work-life balance.
Note: This job description is intended to provide a general overview of the position. It is not an exhaustive list of all responsibilities, duties, skills, or qualifications required.
Job Type: Full-time
Pay: $23.60-$29.47 per hour
Benefits:
- Company pension
- Extended health care
- On-site parking
- Paid time off
- Relocation assistance
Ability to commute/relocate:
- Gold River, BC: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Gold River is a remote community with limited access to amenities and services. Are you comfortable living and working in a remote setting?
- Please highlight your experience working within First Nations/Indigenous communities?
- Do you have experience with Xyntax & Payworks?
- Do you have a minimum of two years of experience in an equivalent or higher administrative, coordination, office support, or program-support position
Education:
- Bachelor's Degree (preferred)
Licence/Certification:
- drivers licence? (required)
Work Location: In person
