Office Manager - Jobs in Greater Sudbury, ON

Job Description

ATIKAMEKSHENG ANISHNAWBEKAtikameksheng Anishnawbek will thrive together as a strong and proud Nation by honouring our gifts of Anishinabemowin and the Life of the Land.Competition Number: 2022-039Position: Office ManagerDepartment: FinanceEmployment Status: Full TimeSalary: $31.38 -38.27/HR – 35 Hours per WeekLocation: Naughton, ONClosing Date: January 21, 2022 at 4:00pmPOSITION SCOPE:Our busy, Member-focused office needs a reliable, well-organized Office Manager to handle day-to-day operations with a focus on efficiency and time management. The Office Manager will be responsible for developing intra-office communication protocols, managing RFPs for standard large ticket office equipment and supplies, managing relationship with IT provider, researching and responding to community concerns and issues, streamlining administrative procedures, inventory control, office staff supervision (receptionist and information coordinator), asset management and task delegation. The Office Manager will plan, coordinate, and oversee various business functions including contract procurement and management and will support all programs as required. This position should be an energetic professional who does not mind wearing multiple hats.REQUIRED QUALIFICATIONS:Education and Experience

• A College Diploma in Business Administration or similar education, or;
• Grade 12 with at least five years in a similar position

Knowledge and Skills

• Demonstrated accuracy in data input and data interpretation
• Ability to meet deadlines on a consistent and timely manner
• Possess good communication skills both written and verbal in English
• Able to listen well and understand others’ points of view
• Computer and Internet usage; Microsoft office suite, especially Word and Excel
• Excellent organizational skills
• Good time management skills
• Knowledge and understanding of the Anishnawbek culture and community life

KEY RESPONSIBILITIES:

• Maintain and monitor office services and activities; ensuring all office and administrative policies, standards and procedures are met.
• Develop organizational procedures and systems for office personnel, including filing, accounts payable, billing and scheduling, document management.
• Monitor and facilitate maintenance of organization’s server, computers, cloud computing, other office equipment to ensure organizational needs are being met.
• Coordinate office seating arrangements for business units and assign desks, phones and other assets, as necessary.
• Evaluate policies, procedures and workflow and provide recommendations for changes to improve efficiency.
• Update and standardize all documents, letters and forms for the organization.
• Manage fleet maintenance, inspections, certification and licensing.
• Develop and maintain a registry of equipment assets, including laptops and cell phones.
• Participate in management meetings as required.
• Establish team atmosphere through leadership and employee development.
• Order supplies and equipment as required.
• Other duties as assigned from time to time.

Addressing Community Concerns

• Improve Community Member satisfaction by active communication and problem solving.
• Understand the communitys physical and geographic contexts - the setting in which the community exists
• Understand the communitys people, culture, and web of relationships
• Be prepared to learn from the community
• Gather information using:
  • Public and other records and archives
  • Individual and group interviews and conversations
  • Surveys
  • Direct and participant observation
• Respond to Community members accurately and in a timely fashion

Project Management Information Technology (IT)

• Manage the relationship between Atikameksheng Anishnawbek and our IT provider.
• Research, plan and coordinate information technology updates as required, including being the first point of contact for internal system set-up and troubleshooting.
• From time to time, the Office Manager will evaluate the provision of IT and if current services meet the needs of the organization. No less than every three years, the Office Manager will execute an RFP process.
• Other projects as required from time to time.

Document Management

• Develop a proper plan to update the documents when/if the process would change. Make sure to review them at least once a year.
• Perform regular reviews and notify others of the changes to the process.
• Keep separate documentation for every different process to avoid confusion.
• Store the documents in a location that is easy to be accessed by anyone who is looking for it – such as digitizing important documents, including emails.
• Ensure the system can be easily revised when needed and the updated version can easily be distributed to everyone involved.
• Store documents online in a central location via a process documentation tool. This will automatically help with the above mentioned two best practices.

Request for Information (RFI) and Request for Proposals Process (RFP)

• The Office Manager will be responsible for the RFI and the RFP process for office needs which will provide other Managers and Directors estimates and project plans for the purposes of proper budgeting and project management
• Prepare Briefing Notes for Gimaa and Council as appropriate

ORGANIZATIONAL RELATIONSHIPS

• Maintain a positive relationship within the community
• Maintain a positive relationship within the First Nation Administration
• Positively reflect Atikameksheng Anishnawbek to all professionals internally and externally
• Develop and foster relationships with other First Nations and/or organizations to network on service and delivery opportunities
• Work in cooperation with all levels of government and private sectors to ensure the optimum level of service is being provided

To be successful in this position, the Office Manager must be approachable, friendly and an excellent communicator: good listener and good speaker.The Office Manager is in a position of high responsibility and requires a very trusting and trustworthy person and one who is always able to keep confidences.We offer attractive benefits, opportunities for advancement and an engaging work environment. We offer a RRSP with a matched contribution at a rate 5%, EFAP program, and health and insurance coverage and benefits.Please refer to our website: https://atikamekshenganishnawbek.ca/ for posting details. A detailed job description is available upon request. Please quote the Competition No. in your cover letter and resume, and submit by email to employment@wlfn.com, by fax to 705 705-692-7255 or by mail to:Human Resources,25 Reserve Rd,Naughton, ONP0M 2M0Please note that preference will be given to qualified First Nations and Aboriginal applicants. Please self-identify.Only those considered for an interview will be contacted.Quick Apply

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