Purpose:
Is responsible to provide administrative support and secretarial services to the Public Works Unit; acts as the key liaison with the Mohawk Council of Kahnawake (MCK) Payroll Department to rectify payroll adjustments and corrections.
Roles & Responsibilities:
To provide administrative assistance to the Public Works Unit
- Collects, distributes and prepares the daily mail and interoffice memos for pickup by the MCK Mail Clerk/Receptionist.
- Delivers time sensitive documents to the MCK main office (and items not handled by the Mail Clerk).
- Types correspondence, reports, statements.
- Handles photocopy and facsimile requirements for office personnel.
- Cashes reimbursement cheques for petty cash expenses.
- Sets up and maintains the filing system for Public Works correspondence.
- Assumes the responsibility of the Town Garage Manager or Daily Transportation Manager in their absence on a short- term basis (one or two days).
- Acts as the timesheet admin for the timesheet software.
- Ensures a professional office environment is maintained.
To gather, monitor, verify and compile the expenses for Public Works
- Is the designated person that processes requisitions and requests purchase order numbers from the MCK Accounting Department.
- Receives orders, compares packing slips against purchase order form and identifies short shipments, backorders or incorrect materials.
- Obtains approvals from the managers, or the Director when exceeding the managers’ approval limit, for invoices to be paid and keeps copies of the approved invoices.
- Compiles the requisition form, purchase order form, approved invoices and cheque requisition form into an individual purchase record for audit purposes.
- Tracks all MCK credit card purchases by Public Works.
- Stamps purchase documents as completed.
- Advises the Director of Public Works of any extraordinary expenses.
- Makes adjustments to cost expenditure entries where justified and requested by Public Works managers.
- Responds to requests from Accounting for accounts receivable transactions
To provide receptionist services to the Public Works Unit
- Answers and forwards calls to the proper personnel.
- Records telephone messages and forwards on a timely basis.
- Stays informed of the managers’ whereabouts at all times.
- Ensures proper information is communicated to any back-up personnel during lunch hours and other absences from the office.
- Maintains a neat and clean reception area at all times.
- Greets and directs any visitors for appointments, meetings and provides information.
- Provides information about programs and services to the public.
Education & Experience:
- DEP in Secretarial Sciences, plus one (1) year relevant experience.
OR - High School Diploma, plus three (3) years relevant experience.
Knowledge, Skills, Abilities:
- Knowledge of general office operations and procedures.
- Sound administrative and secretarial and organizational skills.
- Knowledge of Microsoft 365 applications; Outlook, Teams, Word, and Excel.
- Good judgement and problem-solving skills.
- Accurate record keeping skills.
- Sound oral, written communication skills.
- Principle standards for and controlling multiple project accounts and budgeting techniques or other software tools.
- Sound knowledge of the MCK Admin. Manual Personnel Policy and Public Works departments.
- Conducts business with internal and external clients in a tactful, discreet and courteous manner.
- Maintains confidentiality.
- Adhere to the MCK Administration Manual-Personnel Policy and Kanien’kéha Language initiatives.
- Ability to communicate in the Kanien’kéha and French languages is an asset.
- The willingness to learn the Kanien’kéha language.
Working Environment:
- Five-day work in an office environment.
- Moderate stress due to workload.
- Occasional overtime.
Benefits:
⛳ Organizational events
👉Pension
👉Disability insurance
👉Employee assistance program
👩⚕️ Extended health care (telemedicine, health professionals, etc.)
👉Life insurance
🚗 On-site parking
🏋♂️ Wellness program
⛱️ 20 vacation days
🧘♂️ 15 wellness days
*Benefits evolve and can be subject to change.
Requirements:
Please address your application to MCK Human Resources. Forward your complete application via e-mail only to: Applications@mck.ca
- Ensure complete applications are submitted, including Letter of Intent and Resume. Incomplete applications may not be considered.
- Only candidates selected for an interview will be contacted.
- Preference will be given to Indigenous candidates.
- When adding attachments, please use PDF format. Any other formats may be blocked from our system.
ALL REQUIRED DOCUMENTS MUST BE SUBMITTED BEFORE THE DEADLINE FOR YOUR APPLICATION TO BE CONSIDERED.