Administrative Officer Assistant – Opportunity

The Peguis Surrender Claim Trust is seeking a new team member as an Administrative Officer Assistant to provide professional and courteous administrative support to the operations of the Trust.

Duties and Responsibilities:

• General administration of Financial and Community Fund Offices
• Acting as a contact point for enquiries regarding the Community Fund Application process
• Deliver excellent support to internal and external customers of funding application to required standards, policies, procedures, and timeframes by:
  • Accepting and acknowledging all community fund applications
  • Prepare packages, reports, and documents for Community Fund Trustee decision making meetings regarding applications.
  • Respond to queries and request for assistance with application and reporting.
  • Maintain accurate files and records for funding applications ensuring information is easily retrievable.
• Support the application process, including the calls for funding, general correspondence with applicants, checking grant applications, and maintaining a database detailing their status.
• Managing the administrative side of the review process for proposals, including inviting external resources to review an application and ensuring that their comments are received within the agreed timescale.
• Assist in preparation of Community Fund and Financial Trustees meeting documents, packages, files, minutes, agendas, and other documents.
• Organize and attend Community Fund Trustee meetings and assist in the production of minutes of the discussions and decisions.
• Assist in the planning and organizing of community events ie. Meetings, Annual General Meetings, Workshops, Conferences
• Oversee the tasks involved in project monitoring, including maintaining project files, requesting project reports, preparing reports for Trustees and/or Trust Manager
• Develop and maintain interdependent relationships and liaison regularly with Staff, Community Fund trustees, funding applicants, Trust beneficiaries, and other stakeholders.
• Demonstrate continuous improvement within all areas of responsibility.
• Support the Surrender Claim Trust in successful achievement of its Mandate and Vision
• Assist in the creation, implementation and delivery of community workshops to create education and awareness on the application and reporting requirements.
• Research, document, and make resource material available to community members that will contribute to their application to the Community fund or make appropriate referrals as required.
• Assist to ensure proper documentation of funded project details available for Billing and/or invoicing with the Project Officer and Finance Officer
• Review payment for successful applicant and ensure all documents and processes in place.
• Assist in preparation and organization of community meetings, votes, AGM’s, petition meetings.
• Ensure all resource materials and records are maintained accurately and filed in a timely manner.
• Contribute to the team and the organizational overall goals and objectives.
• Ensure all correspondence written or verbal is conducted in a professional and courteous manner.
• Assist in preparation of Annual Report and reporting to the Peguis First Nation Government
• Have current knowledge and adhere to the terms set out in the Trust Agreement
• Provide support and/or relief in the absence of the Administrative Assistant, Finance Officer, Community Fund Project Officer, or the Trust Manager
• Other ad hoc duties, as required.
• Travel as required to support the office of the Peguis Surrender Claim Trust

Qualifications:

• Business Administration degree or a standard level of education and experience to suit job requirements.
• General operational experience or evidence of organizational skills; ideally within a project funding environment
• Experience in managing processes and policies.
• Strong interpersonal skills with experience with ability to present to groups and individuals.
• Understands and support the principles of community development.
• Self-starter, adaptable, with critical thinking skills that offers suggestions.
• Detail orientated with good planning and organizing skills, ability to multitask and meet deadlines.
• Willing to develop new skills and contribute to the knowledge and development of others.
• Strong written and verbal communication skills
• Must be familiar with Microsoft Office applications such as Word, Excel, Publisher, Access and Outlook and be able to generate reports and documents when required.
• General knowledge of operating office equipment such as scanner, photocopier, fax
• Must have valid Class 5 driver’s licence and reliable vehicle.

Peguis Surrender Claim Trust offers competitive salary and benefits.

Please submit your resume and cover letter via mail, email, or deliver to:
Debbie McEIhinney, Trust Manager
Peguis Surrender Claim Trust
Box 942, Peguis, MB R0C 3J0.
Ph 204.645.5644
Located Lot 45 Hwy 224

Deadline: June 18, 2025 at 4:00 p.m.

Email:  trustmanager@peguissurrendertrust.com