ABOUT THE OPPORTUNITY
Reporting to Manager, Emergency Planning and Response, this position will act as the administrative right hand for the team by coordinating all in-flowing and outgoing information;
this role is responsible for a wide range of research, financial and administrative tasks. The incumbent should have excellent time management, organizational, coordination and presentation skills.
This position also requires excellent interpersonal and written communication skills and exceptional customer service. S / he operates at a high level of interaction with families / co-workers / stakeholders / management, responding with courtesy, tact and diplomacy.
Uses sound judgment to make decisions and works well independently requiring minimal supervision.
Typical Duties & Responsibilities :
Manages ingoing and outgoing communication taking accurate and detailed messages or re-routing as needed if an alternative staff member is appropriate.
Maintains reception area, bulletin boards, filing cabinet, and Ensures phone coverage at all times and provides routine information pertinent to the Emergency Program using diplomacy, patience and tact when receiving calls / requests.
May the initial responder and point of contact for emergency incidents involving natural or human-caused disasters. Able and willing to assist evacuees who need assistance due to emergencies.
Stands up and coordinates the Emergency Operation Centre (EOC) as required. Acts as a liaison with external agencies. Provides leadership and guidance to the operations, planning, logistics, and finance team and supports the EOC Director.
Coordinates incoming / outgoing correspondence, maintains mail log, arranges for courier services and maintains cheque requisition log and files.
Monitors office, kitchen and coffee supplies and reports to the Manager of Emergency Response and Planning.
Manages grant funding proposals and undertakes the leadership of projects as they relate to the department.
Greets visitors with friendliness, professionalism and a positive attitude, acts as a gatekeeper for the program and maintains office security by ensuring all visitors are in designated / authorized areas only.
Handles difficult inquiries, problem situations and confidential matters to level of authority.
Assist the Manager and Director, Emergency Planning and Response with projects, proposals, and administrative tasks.
Provides support to the Squamish Nation COVID Guardians, including assisting with timesheets, filing documentation, clerical support, scheduling, etc.
Manages boardroom bookings documentation, maintenance when the room is booked and ensures meetings are scheduled appropriately.
Assists with coordinating logistics for meetings i.e., catering, supplies, etc. Assists other divisions with administrative overflow and special projects as needed.
Supports and applies for grant opportunities
Contributes cooperatively to Emergency Program and Employment and Training Department team to achieve position and department goals.
Education, Level of Experience & Hiring Requirements :
Diploma or Bachelor’s degree in Office Management, Business Administration, Emergency Management or relevant / related field from a recognized post-secondary institution.
Bachelor) 2 3 years or (Diploma) 3 - 4 years of directly-related experience in majority of specialties listed in the job description, including office administration / coordination, file management and organization, providing admin support to a team, reception, etc.
As career progresses, incumbent will be required to successfully complete job-required, short-term upgrading, training and courses relating to administrative / clerical support, computer software, data entry / processing, customer service, etc.
Proven experience and background in grant funding proposals and leading project management applications.
Working knowledge of the objectives of the emergency preparedness program and associated rules and regulations. Courses in Emergency Management an asset.
Experience in emergency management and preparedness, including the Incident Command System; coordination with EMBC and the ability to work within the BCERMS system.
Working knowledge of the policies, practices and procedures governing the work performed. Able to work with confidential information related to critical infrastructure and personnel information.
Experience as an intermediate user of the Internet and Microsoft Office Applications Outlook (Email), Word, Excel, etc.
Working experience with a large-scale computerized database system. Experience with JD Edwards is an asset.
Experience working in a First Nations Community environment is preferred.
Valid BC Driver’s License Class 4 or 5. Class 7N may be considered.
Must be willing to travel and work in our Squamish Valley office as needed.
Must have access to a reliable vehicle and current auto insurance that meets company policy.
Must successfully complete Criminal Records Check with vulnerable sector search as per Squamish Nation Policy.
The above requirements are what Squamish Nation is seeking in the ideal incumbent at the time of posting and are subject to change, based on the needs of Squamish Nation.
Starting Salary : $52,000 annually, plus a comprehensive benefits program.