Administrative Assistant

The Opportunity:

Administrative Support (Part-Time, 20-25 Hours/Week to be discussed)

The Community Safety and Well-Being Branch is seeking a highly motivated and organized individual to join the Family Information and Liaison Unit (FILU) as an Administrative Support professional.

FILU provides supports and services to family members and loved ones of Missing and Murdered Indigenous Women and Girls (MMIWG).

The successful candidate will have strong communication, interpersonal, and organizational skills, along with advanced computer proficiency. You will be able to create accurate, professional documents using software such as Microsoft Word, Excel, and PowerPoint. In this role, you will respond to inquiries from clients, Family Information Liaison Outreach Workers (FILOs), and partner organizations, including Indigenous and non-Indigenous agencies, as well as government and non-government organizations.

Reporting to Community Safety and Well-Being Branch leadership, you will provide a range of administrative and clerical support services, including:

• Compiling statistical information and reports;
• Maintaining databases and entering, retrieving, and managing data;
• Coordinating travel arrangements and logistics;
• Scheduling meetings and booking boardrooms;
• Assisting with event planning and coordination;
• Processing invoices and maintaining electronic filing and records in accordance with ARMS requirements; and
• Preparing and formatting correspondence and documents, including letters, memos, meeting minutes, briefing notes, and contracts.

The ideal candidate is adaptable, dependable, and able to manage multiple priorities in a fast-paced environment. You will demonstrate professionalism and discretion when handling sensitive information, maintain a high level of accuracy and attention to detail, and work collaboratively to foster positive relationships with colleagues and stakeholders.

Typically, the required knowledge and skills are obtained through completion of an office administration or office education program, combined with relevant work experience. Success in this role also requires the ability to build respectful, positive relationships and partnerships with Indigenous individuals, families, communities, and organizations to support effective service delivery.

This position requires occasional travel throughout Saskatchewan to attend meetings and community gatherings. A valid Class 5 driver's licence is required.

Applicants must clearly demonstrate in their cover letter and/or resume how they have acquired the knowledge, skills, and abilities required for this position.

• Respond to telephone inquiries from the public and direct calls to appropriate resources and services.
• Monitor and code expenditures, and prepare and process business expense claims, invoices, contracts, and other financial documentation.
• Draft, proofread, edit, and maintain a variety of correspondence and administrative documents, including letters, reports, meeting materials, and briefing documents.
• Coordinate travel arrangements, event logistics, meetings, equipment bookings, and CVA vehicle scheduling.
• Maintain organized records management and filing systems, ensuring information is stored and archived in accordance with established policies and procedures.
• Utilize Microsoft Office applications, databases, and other technology tools to support program operations, maintain records, and produce accurate documentation.
• Apply basic accounting and financial practices when administering budgets, processing expenditures, and tracking financial information.
• Support the development and maintenance of respectful, collaborative relationships with Indigenous individuals, families, communities, organizations, and service providers.
• Apply knowledge of the diverse histories, cultures, and experiences of First Nations and Métis peoples in Saskatchewan, including those within Treaty 2, 4, 6, 8, and 10 territories.
• Incorporate an understanding of the National Inquiry into Missing and Murdered Indigenous Women and Girls, including its Calls for Justice, in support of the Family Information and Liaison Unit's mandate.
• Demonstrate awareness of the impacts of colonization, assimilation policies, Residential Schools, the Indian Act, and other historical and contemporary factors affecting Indigenous Peoples in Canada.
• Work with sensitivity, cultural awareness, and professionalism when supporting families and communities impacted by violence and trauma.
• Recognize and respond appropriately to the social, economic, cultural, institutional, and historical factors that contribute to violence against Indigenous women, girls, and Two-Spirit+ people.
• Contribute to the delivery of culturally responsive, trauma-informed, and family-centred services that support the goals of the Family Information and Liaison Unit.

Job Capabilities:

As a public servant, we are seeking someone who:

• Is accountable, takes ownership of their work by contributing to organizational outcomes and demonstrates the corporate values in our Commitment to Excellence.
• Is innovative and seeks out ways for improvement by thinking creatively, identifying new ideas and taking responsible risks.
• Works collaboratively with others to understand, engage and have meaningful dialogue to achieve work outcomes.
• Is inclusive, identifies and is aware of personal bias, and readily seeks out and appreciates diverse perspectives.
• Is adaptable, continuously learns from experience and applies those learnings to new situations.
• Focuses on achieving public service excellence.

Technical Knowledge and Skills:

You will have the ability to:

• research, analyze and summarize information from various sources;
• quickly and accurately access, input, retrieve and track information using various computer applications;
• independently assess, establish and adjust your own workload taking into consideration changing priorities, tight deadlines, multiple reporting relationships and constant interruptions;
• create, format and edit a variety of visually pleasing, clear and presentable documents using various word processing, spreadsheet, presentation, email and database software within required/reasonable timeframes;
• design, establish, update, archive and maintain electronic and manual filing systems to preserve, easily locate and retrieve accessible and up-to-date information;
• process invoices for payment;
• accurately, concisely and in a timely manner compose, record, proofread and edit a variety of correspondence, using correct grammar, spelling and punctuation; for other's signatures;
• precisely plan, schedule and coordinate travel and logistics for events such as meetings, conferences and workshops according to prearranged time frames;
• diplomatically liaise with other agencies, staff, ministries, partners including First Nations and Aboriginal individuals, Elders, families, communities and Nations and the general public establishing and maintaining open and honest work relationships; and
• work independently and/or as a contributing member of a variety of teams to complete work assignments, achieve common goals and contribute to a positive work environment.
  

You will be:

• willing to learn, embrace and practice at all levels cultural humility and safety and trauma informed care and service;
• thorough, conscientious, and attentive to detail to ensure work is accurate and timely;
• respectful, honest, professional, responsible, accountable and a team player; and
• supportive and flexible and embrace diversity and equality for the persons, families and communities concerned.
  

Job Skills:

• Communication (Level B)
• Critical Thinking (Level A)
• Digital Skills (Level A)
• Interacting with Others (Level A)
• Navigating Ambiguity (Level A)
• Managing Self (Level A)
• Health, Safety and Wellness (Level A)
• Data Literacy (Level A)
• Influence (Level A)
• Political and Organizational Awareness (Level A)
• Managing Organizational Resources (Level B)

Learn more about the Government of Saskatchewan’s Capabilities and Skills Framework here.

What We Offer:

• Dynamic and challenging work
• Competitive salary
• Comprehensive benefits package including pension
• Vacation, scheduled days off, and other types of leave
• Inclusive work environments
• Career growth, development, and advancement opportunities
• Flexible work arrangements

Our Commitment to Excellence:

The Government of Saskatchewan upholds deep-rooted values of Respect and Integrity, Serving Citizens, Excellence and Innovation, and Acting as One Team.