Language and Culture Administration Assistant

  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:     Language and Culture Administration Assistant              

DEPARTMENT:            Language and Culture Department    

SUPERVISOR:              Language & Culture Department Manager     

TERMS:                       Temporary, Backfill   

REFERENCE #:             2025-035        

Purpose of Position:

The LC Department Administration Assistant performs administrative duties and provides operational support to the L&C staff, keeping the front entrance and kitchen area clean and tidy and ordering food and materials and supplies. The candidate must have the passion and commitment to participate in a Tk’emlúps te Secwépemc community language champion group to ensure the perpetuation, promotion and revitalization of Secwepemctsín through various projects, programs and marketing of the language.

Duties and Responsibilities:

1. Performs skilled administrative duties and provides operational support for L&C staff, such as managing day-to-day tasks, answering phone calls, welcoming guests, coordinating staff meetings, writing the reports and newsletters, maintaining accurate filing and accounting systems and works in collaboration with finance department staff in keeping track of Purchase Orders, Cheque Requisitions, VISA reports, timesheets, requests for leave, scheduling all requests for prayer, songs, ceremonies and submits all invoice in a timely manner, keeping the front and kitchen clean and tidy and ordering food and materials and supplies under the general supervision of the Language and Culture Manager.   (95%)

• Answers, redirects and screens telephone calls and takes messages and makes appointments as needed
• Receives and routes incoming mail.
• Greets and directs visitors to the various staff rooms or committee meetings.
• Ensure Elders and Traditional Knowledge Keepers are treated with respect, provided with food or refreshments and given assistance as needed.
• Coordinate and schedule bi-monthly staff meetings and takes meeting notes and distributes to staff.
• Write correspondence for staff as needed.
• Writes biannual Language and Culture Department newsletters, ensure staff submit biographies, pictures of work activities and a report containing the project successes, achievements or accomplishments.
• Implements and maintains an accurate filing system for all correspondence.
• Gathers all staff Timesheets, Request for Leave forms, and ensures that Manager signs forms and then submitted it all to the Payroll Clerk in a timely manner.
• Implements and maintains a calendar of events to record all requests for land acknowledgement, welcoming remarks, prayers, songs, presentations and ground blessings on a spreadsheet and ensures that all invoices are sent, and payments are done in a timely manner.
• Keeps an up-to-date list of all Elders and TKK who agree to do a song, prayer, blessing or presentation.
• Submit requests to accounting for invoices and/or prepares a cheque requisition to pay Elders and TKK
• Keeps accurate financial records for Purchase Orders, VISA reports, Cheque Requisitions, Invoices and submits them to Manager and CAO for approval 
• Keeps the front area, boardroom, classroom and kitchen area clean and tidy.
• Orders foods, materials and supplies as needed.
• Books the Language and Culture Boardroom and Tkek Yeel Stem campsite.
• Provides general information regarding the Language and Culture Department in person, over the phone or through email.

2. Other related duties as required.  (5%)

• Provide administrative support to the Executive Assistant as needed.

Professional Certification, Education and Experience:

• Completion of dogwood diploma or equivalent, with preference given to those who have completed an Office Administration Certificate or Diploma and/or those willing to complete the certificate or diploma program.
• Minimum (3) years of previous experience as a secretary/receptionist, including data entry, filing, word processing and accounting.
• Previous experience working in a multicultural and/or Indigenous organization an asset.
• Super Host certificate 
• First aide level one because we work with Elders regularly.
• Knowledge of Secwepemc culture, history and lifestyle is required with preference given to those who are willing to enroll in the SFU language proficiency certificate program.

Financial Responsibility:

This position must implement and maintain an accurate accounting system and ensures all cheque requisitions, invoices, purchase orders are coded accurately, and all VISA receipts are submitted in a timely manner. This position must participate in staff meetings to discuss the variance report and make recommendations as needed.

Skills and Abilities:

• Knowledge of language, history, and culture, including Secwepemc songs and dances, with preference given to those who are willing to enroll in classes.
• Knowledge of office equipment, such as computers, photocopiers, scanners, cash registers and microfiche and microfilm readers.
• Proven ability to do bookkeeping, record keeping methods and spreadsheet applications and/or are willing to enroll in classes.
• Proven ability to exercise courtesy and tact when dealing with children, Elders, Traditional Knowledge Keepers and the general public.
• Proven ability to communicate effectively orally and in writing.
• Proven ability to handle cash
• Proven ability to set priorities and meet deadlines.
• Proven ability to work in multi-cultural settings.

Special Requirements:

HOURS OF WORK:      Normal Day shifts – 7 hours. Non-normal shifts may be required.

PAY GRADE:                Starting at $22.59-$24.95/hour depending on education & 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^th, 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.