Administration Manager
Job No:
TTES178
Location:
Kamloops
JOB POSTING
Tk’emlúps te Secwépemc (TteS) is a fast-growing vibrant organization committed to the development and progress of its Band Members and Community. As such, the TteS invites applications from qualified, highly motivated and dynamic individuals to fill the following position.
POSITION TITLE: Manager, Administration
DEPARTMENT: Corporate / Administrative
SUPERVISOR: CAO / CFO
TERMS: Permanent, Full Time
REFERENCE #: 2025-033
Purpose of Position:
The Administration Manager is responsible for performing a variety of essential administrative and executive duties for the Executives of TteS. Additionally, this position is the first line of contact for clients and must ensure that the management of communication, records and filing support is achieved daily among other aspects to ensure the successful management of the Corporate/Administration Division for the TteS.
Duties and Responsibilities:
Provides professional management and administrative support in accordance with the approved practices, policies, budgets, standards and guidelines. (95%)
- Maintains office services by organizing operations and procedures; controlling and responding to correspondence; designing network and digital filing systems; assigning and monitoring clerical functions.
- Achieves financial objectives by preparing the annual Administration and Chief and Council budgets; scheduling expenditures; review and reporting of statement of accounts.
- Monitors expenditures of the administration budget and calculates budget balances, advises on fund availability; reviewing and approving travel and supply requisitions; ensure all invoices are reviewed, signed, and forwarded to Finance Dept. for payment; monitors and provides monthly reports on TteS Corporate Credit Cards for Chief Financial Officer.
- Oversees administration activities; completes operational requirements by scheduling and assigning employees; ensures deadlines are adhered to; directs day-to-day operations of admin staff.
- Create and maintain office efficiency by updating and implementing Admin office procedures; oversees updating of live documents of Admin procedures i.e. Briefing Note’s, Business Cases
- Oversees staff probation and annual evaluations; maintains personnel files; reviews and approves timesheets; maintains office staff job results planning.
- Maintains calendar for the Chief Financial Officer, coordinates meetings with Chief, Council, Managers and staff
- Oversees and monitors maintenance on the Administration building 3rd floor
- Attends special meetings, as required, Chief and Council, Managers and Executive meetings.
- Maintains confidentiality on all matters relating to the affairs of TteS.
Other related duties as required. (5%)
Professional Certification, Education and Experience:
- An Office Administration Diploma or Certificate and 3-years direct clerical/administrative support experience or an equivalent combination of education and/or training.
- Experience/training in keyboarding, word processing, spreadsheets, the Internet, databases, and other standard computer applications.
- A minimum of 50 words per minute keyboarding speed.
- Must pass a Criminal Record Check.
Financial Responsibility:
This position is responsible and holds signing authority for the Administration, Chief and Council Budgets.
Signing Authority responsibility for the Administration, and Chief and Council expenditures.
Supervision or Training Duties:
This position supervises 3 permanent/full-time positions. This includes the collection, review, and approval of timesheets, as well, coordinates leaves/in lieu time off.
-
- Executive Secretary to Council
- Secretary to Chief and Council
- Recording Secretary
- Transcriber (by contract on an as needed basis)
- Any other volunteer (winter works) positions from time to time
Skills and Abilities:
- Demonstrated experience and ability building and maintaining cooperative and productive relationships and effectively liaising with internal and external stakeholders.
- Working knowledge of contracts and processes, policies, and program delivery.
- Demonstrated ability to coordinate and manage concurrent activities, keeping staff and colleagues informed.
- Good oral and written communication skills.
- Advanced computer skills in Microsoft Word, Microsoft Outlook, and Microsoft Teams.
- Ability to complete technical formatting skills for briefing notes, legal minute taking, program reports.
- Proven ability to execute advanced office procedures and practices.
- Strong analytical, organizational, coordinating, planning, and filing skills.
- Ability to verify, research and collect data and prepare reports and other documents.
- Ability to take initiative and work within strict timelines.
- Strong tact and diplomacy for political or culturally charged topics.
- Training or supervisory skills.
- Must have strong teamwork and cooperation, service orientation and problem solving and judgement skills.
- Ability to work in multi-cultural settings.
Benefits:
- Extended health, dental and vision
- 7.6% Registered Pension Plan (RPP) matching and Life insurance
HOURS OF WORK: Normal Day shifts – 7 hours. Non-normal shifts may be required.
PAY GRADE: Starting at $35.87 - $39.62 per hour depending on education and experience.
Tk’emlúps te Secwépemc thanks all applicants for their interest, however, only those selected for an interview will be contacted.
In accordance with Section 16(1) of the Canadian Human Rights Act and pursuant to Section 42 of the BC Human Rights code, it is TteS Policy to practice preferential hiring for Aboriginal peoples. Candidates who wish to qualify for preferential consideration must self-identify.
Deadline for the Job posting is April 9, 2025 by 2:00pm
Submit Job Application Form, cover letter, resume, and references
online: https://tkemlups.ca/employment/
or at our Human Resources office #200 – 330 Chief Alex Thomas Way.
Office Hours are Monday to Friday 8:00 am to 4:00 pm &
closed for lunch from 12:00 pm to 1:00 pm
We require each applicant to fill out
an online application form which can be found at: https://tkemlups.ca/employment/
Any late submissions or submissions without the job application form will not be considered.