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ADMINISTRATIVE ASSISTANT – 1 YEAR CONTRACT, MATERNITY LEAVE Print E-mail

Job Summary:
Reporting to the Director of the Eeyou Marine Region Planning Commission/Impact Review Board and the Wildlife Management Director is responsible for providing support to the Directors and Board/Commission members of the Eeyou Marine Region Planning Commission, Eeyou Marine Region Impact Review Board and Eeyou Marine Region Wildlife Board, and assisting in daily office needs and managing the Board/Commission’s general administrative activities.
ADMINISTRATIVE ASSISTANT:
1. Provide administrative support by:
• Prepares memos, correspondence, reports and other documents;
• Arranges for translation of documents and simultaneous translation services as required for EMRPC, EMRIRB and EMRWB meetings and workshops;
• Maintains an inventory of office supplies;
• Performs a variety of administrative duties;
• Notifies Board members and staff of up-coming meetings;
• Prepares meeting kits for EMRPC, EMRIRB and EMRWB meetings and double-checks to ensure all inserts are under the correct tabs;
• Coordinates travel arrangements for Board/Commission members and staff;
• Determines the logistical needs of a meetings, and negotiates with external service providers;
• Assists in the planning and logistics of meetings;
• Sets up teleconferencing;
• Assists with the preparation of agendas;
• Drafts and finalizes meeting minutes, requesting feeback from Board/Commission members and staff for all EMRPC, EMRIRB and EMRWB meetings;
• Keeps track of Board/Commission resolutions both electronically and in hard copy;
• Prepares and distributes the relevant documents for scheduled meetings;
Distributes information and highlights from meetings as directed by the Director and Wildlife Management Director;
• Contributes to the maintenance of the internal Document Management System as requested; and,
• Identifies all materials that are to be placed in the EMR entity library and keeps track of all materials that are borrowed from the library.
2. Handles EMRPC, EMRIRB and EMRWB document tracking by:
• Assists in the management of day-to-day activities in a timely and efficient manner;
• Collects and distributes mail and messages (e.g. mail, facsimile, electronic mail, telephone, etc.) daily;
• Opens, records, sorts and distributes incoming daily mail. Records, collects, seals outgoing mail daily. Delivers oral and written messages;
• Analyzes all incoming documents (hard copy and electronic) to determine the subject matter and coordinates the appropriate follow-up;
• Informs the Chairpersons and Board members of the EMRPC, EMRIRB and EMRWB of all incoming and outgoing correspondence, and upcoming meetings and workshops as directed by the Director and Wildlife Management Director;
• Searches for and retrieves information contained in files, inserts additional data on file records, assists in the completion of reports, keeps files current, and supplies information from files or removes files upon request;
• Keeps records of material removed from files and library, date-stamps material received, types index information on folders when necessary;
• Ensures that confidential records are updated and classified according to the requirements of the Access to Information Act and the protection of privacy;
• Copies documents using photocopiers or scanning machine;
• Archives official documentation such as minutes, legal advice, correspondence, etc.;
• Keeps an updated list of the Board/Commission members and staff, and their contact information;
• Manages the office filing system;
• Screens visitors, phone calls and mail for the Director, Wildlife Management Director, Wildlife Liaison, Chairpersons, and other staff;
• Maintains a system of information management for Board/Commission members and staff, including documentation on holidays, leave, and performance evaluation schedules; and,
• Performs other related duties at the request of Director and Wildlife Management Director.
3. Manage EMRPC, EMRIRB and EMRWB capital assets and IT Services by:
• Provides overall management of the office supplies and electronic equipment and communications;
• Follow-up with service providers to ensure that deliverables are understood and will meet deadlines;
• Maintains an up-to-date inventory of all EMRPC, EMRIRB and EMRWB assets;
• Ensures appropriate orders are placed for replacement of assets;
• Manages the EMRPC, EMRIRB and EMRWB office network system and ensuring appropriate technical support is maintained to support the smooth running of the joint EMRPC, EMRIRB and EMRWB office;
• Oversees maintenance and updating of the EMRPC, EMRIRB and the EMRWB web site;
• Supports the maintenance, as required, of the internal Document Management System for both the EMRPC, EMRIRB and EMRWB;
• Provides overall management of the office supplies and electronic equipment and communications;
• Follow-up with service providers to ensure that deliverables are understood and deadlines met;
• Ensures the necessary equipment is available and ready for use at meetings; and,
• Ensures the proper functioning of office equipment and addresses any relevant issues as they arrive.
4. Perform other related duties :
• Oversees records management and correspondence tracking within the organization;
• Coordinates the preparation and distribution of the Annual Report;
• Willingness to learn and perform accounting and bookkeeping day-to-day activities to replace the Accountant and Bookkeeping Administrator during vacations and sick leave; and
• Performs other related duties related to the position.
KEY WORK RELATIONSHIPS:
• Director of the Planning Commission/Impact Review Board and Wildlife Management Director
• Chairpersons and Board members
• Accounting Administrator, legal advisors
• Government staff and researchers
• Cree Trappers Association (CTA)
• Office and equipment providers


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