Reports To
Manager of Family Services
Saulteau First Nations Mission
We, the Saulteau First Nations, are a spirited and diverse community. We are a strong Self-Governed Nation, one that is healthy, culturally vibrant, and ready for tomorrow. Our cultural teachings and traditions guide us and keep us rooted as we move forward into the future. As stewards of the land, we ensure that the best sustainable practices are followed, now and in the future. For as long as the “sun shines, the grass grows and the rivers flow”, we remain proud and humbly determined.
Overview
The Family Services Administrative Assistant serves as the first point of contact for community members accessing Family Services programs. This position provides professional reception, intake, and administrative support while ensuring a welcoming, respectful, and culturally safe environment for children, youth, families, Elders, and community members.
The Family Services Administrative Assistant supports the daily operations of the Family Services Department by coordinating appointments, maintaining confidential records, preparing correspondence, supporting program administration, assisting with community events, and providing administrative support to the Family Services team. This position plays a key role in ensuring the efficient delivery of departmental services while maintaining the highest standards of confidentiality, professionalism, and client service.
Duties and Responsibilities
Reception and Client Services
- Welcome community members, visitors, and partner agencies in a warm, professional, and respectful manner.
- Serve as the first point of contact by phone, email, and in person.
- Respond to general inquiries and direct clients to the appropriate Family Services staff.
- Maintain a welcoming, organized, and confidential reception and waiting area.
- Support client intake by gathering basic information and preparing required documentation.
- Maintain confidentiality while interacting with clients experiencing sensitive situations.
Administrative Support
- Provide day-to-day administrative support to the Family Services Department.
- Prepare correspondence, reports, forms, meeting agendas, presentations, and other departmental documents.
- Coordinate calendars, meeting schedules, appointments, and room bookings.
- Record meeting minutes and distribute action items as required.
- Organize, scan, file, and maintain confidential electronic and paper records in accordance with organizational policies and applicable privacy legislation.
- Maintain client files and ensure documentation is complete, accurate, and securely stored.
- Maintain department databases, electronic filing systems, and records management systems.
- Assist with travel arrangements, training registrations, and meeting logistics.
- Order office supplies and maintain departmental inventory.
- Assist with data entry, statistics, reporting requirements, and program tracking.
- Support the preparation of funding reports and other program documentation as directed.
Program and Community Support
- Assist with organizing Family Services events, workshops, community meetings, youth programming, and prevention initiatives.
- Prepare and assemble program materials, registration forms, and participant packages.
- Coordinate registrations and attendance records for departmental programs and events.
- Assist with departmental communications by preparing notices, newsletters, posters, and social media content as directed.
- Assist with distributing food hampers, educational materials, and program supplies as required.
- Maintain accurate inventories of program materials and supplies.
Financial Administration
- Prepare purchase requisitions and purchase orders.
- Assist with invoice tracking and other departmental financial documentation.
- Maintain office and program supply inventories.
Team Collaboration
- Demonstrate professionalism, cultural humility, and trauma-informed practice in all interactions.
- Promote a positive and professional image of the Family Services Department within the community.
- Participate in departmental meetings, training, and continuous quality improvement initiatives.
- Perform other related duties as assigned.
Ideal Qualifications and Experience
- Certificate or diploma in Office Administration, Business Administration, Administrative Professional studies, or a related field, or an equivalent combination of education and experience.
- Minimum two (2) years of administrative or reception experience.
- Valid Class 5 Drivers Licence
- Satisfactory Criminal Record Check with Vulnerable Sector Check.
- Standard First Aid & CPR certification is considered an asset
- Experience working within health care, social services, Indigenous organizations, or community-based programs is considered an asset.
- Experience handling confidential client information.
- Proficiency with Microsoft Word, Excel, Outlook, Teams, and other standard office software.
- Experience using electronic records management systems, client information systems, or databases is considered an asset.
Ideal Knowledge, Skills, and Abilities
- Exceptional interpersonal and customer service skills.
- Excellent written and verbal communication skills.
- Strong organizational and time management skills.
- Ability to manage multiple priorities in a fast-paced environment.
- High level of professionalism, discretion, and confidentiality.
- Strong attention to detail and accuracy.
- Ability to work independently and collaboratively within a multidisciplinary team.
- Cultural awareness, humility, and respect when working with Indigenous children, youth, families, Elders, and community members.
- Knowledge of trauma-informed, strengths-based, and family-centred practices is considered an asset.
- Demonstrates integrity, sound judgment, professionalism, and accountability.
Work Conditions
- Work is performed primarily at the Saulteau Connections Centre, Monday to Thursday from 8:00 a.m. to 4:30 p.m.
- Occasional evening and weekend work may be required to support community events and programming.
- Travel may be required within the SFN community and surrounding region.
- Manual dexterity required to operate computers and standard office equipment.
- Occasional lifting of program materials and supplies up to 25 lbs.
What We Offer
- Employer-paid extended health and dental benefits
- Pension plan with an 8% employer contribution and flexible employee contributions of 5% to 10%
- Paid vacation, sick leave, personal leave, cultural leave, and bereavement leave
- Professional development and training opportunities
- On-site fitness facility
- Employee and Family Assistance Program (EFAP)
- Wage Range for this position is $28.88-$31.63/Hr
