Family Support Administrative 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:                 Family Support Administrative Assistant

DEPARTMENT:                        Community Services

SUPERVISOR:                          Family Support Team Lead

TERMS:                                    Full Time, Temporary (Backfill)

REFERENCE #:                         2026-114

Purpose of Position:

The purpose of this position is to perform a variety of essential administrative duties for the Family Support Team, as well as for the Family Support Team Lead. Additionally, plan, organize, and host family challenges and activities aimed at promoting family bonding and engagement.  This position is the first line of contact for clients and must ensure that the successful management of communication, records and filing support is achieved on a daily basis. 

Duties and Responsibilities:

1. Provides professional administrative and clerical support in accordance with the approved practices, policies, budgets, standards and guidelines.   (95%)

• Prepares various correspondence, transcribing and formatting from dictation reports, handwritten notes, letters, memorandums, and other documents.
• Provides receptionist duties such as answering phone lines, forwarding calls to appropriate staff or voicemail, taking accurate messages and forwarding same by electronic email or voicemail, receiving and screening visitors, resolving routine and non routine queries and referring callers to other staff when appropriate.
• Maintains a list of regular contacts of outside agencies, stakeholders including government and regular committee contacts.
• Understands and completes financial tasks such as purchase orders and cheque requisitions.
• Collects, processing, receiving, sorting, and distributing all mail and faxes in a timely manner.
• Participates and recording minutes for meetings as required.
• Compiles, printing and distributing reports as directed.
• Schedules and coordinating meetings, arranging catering as needed and providing assistance to meetings as required.
• Makes travel arrangements for the Family Support Team and ensures appropriate approvals are in place.
• Monitors and ordering office stock supplies as approved by the Family Support Team Lead.

• Ensures technological and telecommunications needs are maintained, resolving computer software and hardware problems with information technology staff as required.
• Performs all duties and responsibilities in accordance with the TteS policies, standards, and procedures.
• Maintains confidentiality on all matters relating to the affairs of the TteS.

2. 5% Other related duties as necessary.

• Assists with the various departmental social functions such as picnics, parties at the direction of the Community Services Manager.

Financial Responsibility:

This position supports the Family Support Team Lead with the financial responsibilities. This requires bookkeeping, reviewing general ledgers, and consolidating data for financial reporting.

Professional Certification, Education and Experience:

• An Office Administration Diploma or Certificate and 1 year clerical/administrative support experience or an equivalent combination of education and/or training.
• Experience/training in keyboarding, word processing, Excel, spreadsheet, the Internet, databases and other standard computer applications
• Must have an understanding of the Child Welfare systems and the British Columbia Association of Social Work Ethics
• Must possess a minimum of 50 words per minute keyboarding speed.
• Must pass Child Care Criminal Record Check.
• Must posses a valid class 5 Driver’s Licence.

Skills and Abilities:

• Good oral and written communication skills.
• Advanced computer skills in Microsoft Word and Microsoft Outlook.
• Strong organizational and planning skills.
• Advanced filing skills.
• Proven ability to execute advanced office procedures and practices.
• Ability to take initiative.
• Strong tact and diplomacy.
• Must have strong teamwork and cooperation, service orientation and problem solving and judgement skills.
• Ability to work in multi-cultural settings.

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

PAY GRADE:                Starting at $20.08 - $24.28 depending on education & experience.