Administrative Assistant

Listuguj Mi'gmaq Government

Title:                           Administrative Assistant

Start Date:                August 2024

Term:                         Fulltime

Accountable to:      Manager of Waqatasg

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Summary of Function:

The Administrative Assistant is to provide support to the management and staff of the Waqatasg Elder’s Care Facility to ensure the effective and efficient operations necessary for the delivery of quality services. This person initiates medical charts and works closely with the Administrator and medical personnel to ensure all medical data is captured and recorded in a timely and consistent manner.  It is also to ensure that the central filing system for Waqatasg is current and meets the ACC standards.  The Administrative Assistant is responsible for providing clerical and administrative support to ensure that an orderly flow of information is maintained for the effective, efficient, and safe delivery of services to clients and their families. Must manage the Reception and In-take area within Waqatasg to ensure a safe, comfortable, and confidential environment for clients, their families and visiting professionals.

Job Duties:

  • Maintain confidential financial records for the Facility.
  • Completes, submits, and tracks internal and external expense claims for the Facility Administrator.
  • Codes and processes all invoices, purchase orders, check requisitions, travel advances and internal transfers for the Facility.
  • Prepares and submits all quarterly financial reports for assigned cost centers/programs.
  • Maintains all personnel files for all Facility employees.
  • Maintains and manages updates for all Facility contract personnel.
  • Process and maintain records for all Facility employee attendance records in accordance with LMG Personnel Policies.
  • Coordinates the facilities and office equipment maintenance.
  • Responsible for the establishment and maintenance of the Medical Records Filing System
  • Record daily attendance for all Facility personnel (morning and afternoon) and provide monthly report to Administrator.
  • Greet visiting family members and processionals arriving at the Facility and inform appropriate personnel/health professional.
  • Ensure that the Reception Area is clean and sanitized throughout the day.
  • Ensure the take-away literature and supplies are organized and up to date.
  • Answer phones, take/distribute messages, manage Facility telephone answering machine.
  • Pick up the Facility mail at the Post Office on a daily basis; date stamp all correspondence and distribute as required.
  • Manage the schedule for the Facility common rooms for booking meetings and/or training seminars, etc.
  • Ensure all doors are locked at the end of the day.
  • For a complete job description please contact: LMGJOBS@listuguj.ca

Requirements:

  • Secondary School Diploma required.
  • Business Administration degree or diploma required.
  • Knowledge of the Mi’gmaq Language and Culture within the Listuguj First Nation
  • Knowledge of sound administrative, financial, and human resource practices
  • Ability to pass a criminal background check.

Submit Confidential Applications, Resumes and References to:

LMG Human Resources

17 Riverside West,

Listuguj (Quebec)  G0C 2R0

LMGJOBS@listuguj.ca

DEADLINE FOR APPLICATION IS CLOSE OF BUSINESS

Thursday July 25, 2024

To apply for this job email your details to LMGJOBS@listuguj.ca