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IRS Assistant

Mar 22, 2024

Human Resources Director

Who We Are

The Mikisew Cree First Nation (Mikisew) has lived on the ancestral lands of the Athabasca Delta and Wood Buffalo National Park in northeastern Alberta since time immemorial. The lives of our members are linked to the land and to a close understanding of traditions, history and a natural way of life. Many of our members live in the hamlet of Fort Chipewyan, and our traditional lands range over a large portion of Athabasca oil sands deposits. For nearly 30 years, Mikisew Group, our wholly owned business arm, has worked toward the long-term, sustainable economic progress of our Nation and its members through employment and significant investments in education, training, social programs and infrastructure.

JOB SUMMARY
We are currently looking to hire a Full Time IRS Assistant.  This opportunity will be a full-time permanent position and is ideal for an experienced administrative professional. The IRS Assistant will provide support and be a primary point of contact on all matters pertaining to the IRS team and with the Fort Chip Truth Scanning Project team.  The successful candidate will assist providing IRS support and acting as the first line of communication for internal and external stakeholders.  The IRS Assistant will have the ability to anticipate the team’s needs, think critically and offer solutions with an elevated level of professionalism and confidentiality. We are looking for passionate and detail oriented IRS Assistant who can support in the day-to-day front-line functions, effectively communicate timely and accurate information to key stakeholders and employees, deal with changing priorities on the fly, and can solve tough problems. You have 1-2 years administrative experience.  You have post-secondary education specializing in administration, Office Admin, or Business.  The ideal candidate is proficient in MS office programs such as word, Excel, PowerPoint to draft and communicate information.
ROLES AND RESPONSIBILITIES:

·        Being the initial point of contact, to answer phones and greet visitors

·        Maintains appointment/meeting schedules by planning and scheduling meetings, conferences, teleconferences, and travel when required

·        Overseeing the front end and clerical services including reception.

·        Maintaining all office supplies, business cards, catering and other needs request by departments with the organization

·        Responsible tasks such as, producing documents and reporting, collection, and preparing information for meetings, composing correspondence, and maintaining contact list

·        Maintain cooperative and effective working relationship with all employees

·        Provides support with coordinating and managing all activities related to corporate events as required

·        Maintain electronic filling system

·        Aids with research activities of the Mikisew department by coordinating the identified research activities with the Director and other personnel within the Department

·        Be self-motivated with minimal direction – be able to use discretion to complete tasks as needed

·        Other duties as assigned.

EDUCATION AND EXPERIENCE:

·        A minimum High School diploma or GED us required

·        Post secondary Diploma specializing in Administration, Office Management, Business Administration, or a related field is an asset

·        Minimum of 2-3 years of experience in a similar role

·        Solid understanding of standard office administration practices and procedures

·        Working experience managing multiple calendars

·        Knowledge of First Nations communities

·        Provide administrative support to our team, including but not limited to answering phones, responding to emails, and maintaining calendars and schedules

·        Organize and coordinate meetings, including scheduling, preparation of agendas, taking and distributing meeting minutes, and making travel arrangements

·        Manage and maintain confidential files and records, ensuring their accuracy and completeness

·        Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, and Outlook)

·        Excellent organizational and time management skills, with the ability to multitask and prioritize effectively

·        Strong attention to detail and accuracy

·        Excellent written and verbal communication skills

·        Strong problem-solving skills and the ability to work independently

·        High level of professionalism and discretion

·        Ability to maintain confidentiality

COMPETENCY REQUIREMENTS:

  • Office Management: Demonstrates a solid understanding of office administration practices and procedures, including managing multiple calendars, maintaining electronic filing systems, and handling correspondence.
  • Organizational Skills: Exhibits excellent organizational and time management skills with the ability to prioritize tasks effectively. Capable of managing appointment schedules, coordinating meetings, and handling various administrative functions seamlessly.
  • Verbal Communication: Excellent verbal communication skills for interacting with internal and external stakeholders, answering phones, and greeting visitors with professionalism.
  • Written Communication: Strong written communication abilities, including drafting correspondence, preparing reports, and taking meeting minutes with a high level of accuracy and attention to detail.
  • Interpersonal Skills: Ability to maintain cooperative and effective working relationships
  • Microsoft Office Suite: Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook. Ability to draft documents, prepare presentations, and manage spreadsheets effectively.
  • Technology Adaptability: Comfortable with using various office technology and software. Ability to quickly adapt to new tools and systems as required.
  • Solution-Oriented: Demonstrates the ability to anticipate team needs, think critically, and offer practical solutions. Capable of solving problems independently and making decisions with minimal supervision.
  • Flexibility: Ability to deal with changing priorities on the fly and manage multiple tasks efficiently.
  • Discretion: Maintains a high level of professionalism and confidentiality in handling sensitive information and performing duties. Willingness to submit to an oath of confidentiality.
  • Reliability: Dependable and self-motivated with minimal direction, demonstrating reliability in completing tasks and managing responsibilities.
  • Knowledge of First Nations Communities: Understanding of and sensitivity to First Nations communities, including cultural practices and traditions.
  • Language Skills: Ability to speak and/or understand the Cree language or another applicable First Nation language is beneficial.
  • Schedule Flexibility: Willingness to work flexible hours, including after hours and weekends as needed. Ability to work a combination of remote, in-office, and community location settings.
  • Travel: Possession of a valid Class 5 AB license, access to a vehicle, and willingness to travel to Fort Chipewyan as required.
  • Research Support: Ability to assist with research activities, coordinate with directors and personnel, and prepare relevant documentation.
  • Event Coordination: Experience in coordinating and managing corporate events, including scheduling, logistics, and catering arrangements.
  • Confidential File Management: Proficiency in managing and maintaining confidential files and records with accuracy and completeness.

REQUIREMENTS:

·        Possess valid Class 5 AB license and own or access to a vehicle

·        Willingness and ability to travel to Fort Chipewyan as required

·        Willingness and ability to work after hours ad/or weekends when required

·        Willingness to submit to oath of confidentiality

·        Willing to work flexible schedule.  Combination of working remotely, in-office, and at community locations

·        Must provide and possess a clear criminal record vulnerable sector check

·        Ability to speak and/or understand the Cree language (or another applicable First Nation language) would be beneficial

WORKING CONDITIONS:

·        Office Environment: Mainly in an office setting with a combination of remote work and occasional travel to community locations,

including Fort Chipewyan.

·        Schedule: Full-time, with flexibility required for evenings, weekends, and occasional extended hours.

·        Travel: Local and regional travel, including possible overnight stays.

·        Physical Demands: Primarily desk-based work with some physical tasks related to event coordination.

·        Health and Safety: Adhere to ergonomic and safety standards, including remote work protocols.

·        Workload: May involve high-stress periods during peak times with access to support and resources.

·        Confidentiality: Handle sensitive information with strict confidentiality and security measures.

PHYSICAL REQUIREMENTS:

·        Sitting for long periods of time.

·        Standing, walking, and speaking for long periods of time.