Housing Executive Assistant
JOB POSTING
Housing Executive Assistant
The Musqueam people have lived in our present location for thousands of years. Our traditional territory once occupied much of what is now Vancouver and surrounding areas. The name Musqueam relates back to the River Grass, the name of the grass is məθkʷəy̓. There is a story that has been passed on from generation to generation that explains how we became known as the xʷməθkʷəy̓əm (Musqueam) - People of the River Grass.
Although a metropolitan city has developed in the heart of Musqueam territory, our community maintains strong cultural and traditional beliefs. Today our population flourishes and we are a strong community of over thousand members. To learn more about Musqueam, please visit www.musqueam.bc.ca
Musqueam Indian Band is seeking a Housing Executive Assistant. The Housing Executive Assistant assists in the administration of the Housing Department at the Musqueam Indian Band. Reporting to the Housing Manager, this position administers goods and services contracts required to maintain Band owned Housing and oversees contractors in the absence of the Housing Manager. The Housing Executive Assistant is responsible for ensuring quality products and services are being provided to the Musqueam Indian Band.
Responsibilities
• Provision of a complete administrative service for the Musqueam Housing Department covering all aspects of office and operational administration.
• Assists in preparation and administration of the Housing Department budget under the supervision of the Housing Business Manager. Ensures that all departmental expenditures comply with the approved budget.
• Responsible for preparation and timely submission of all narrative and financial reports as directed by the Housing Business Manager.
• Prepares meeting agendas, briefing materials, meeting kits, takes minutes and transcribes, makes travel arrangements, prepares correspondence, weekly reports, and notices; performs filing; copying; faxing; room bookings; and other clerical duties.
• Ensures that departmental administrative activities comply with administrative policies.
• Develops and maintains a departmental filing system.
• Coordinates the ordering and maintains the inventory of office, maintenance and other supplies for the Housing Department.
• Prepares and arranges for distribution of community notices as required.
• Develops and maintains effective working relationships with colleagues, subordinate staff, outside governments, agencies, boards, and industry.
• Advises all homeowners and tenants of the Housing polices and applies the enforcement polices in a fair and equitable manner.
• Alerts the HBM of any developing or escalating issues that may impact the Housing Department and or Musqueam Indian Band.
• Identify required Housing renovations, prepare scope of work and cost estimates, prioritize the renovations according to Housing Policy.
• Greets Clients and visitors and directs them to the appropriate contacts or services.
• Answers, screens and forwards telephone calls, takes messages and provides information to clients and visitors as required.
• Monitors Housing maintenance projects and work orders directly and reports their progress to the Housing Business Manager directly. Maintaining and administers insurance Executive for all MIB residences.
• Develops all forms and templates for MIB Housing department.
• Responsible for the application and maintenance of CMHC R.A.P.P. grant/ AANDC funding.
• Ensures contracts are in place for all work done within the scope of the MIB Housing Department.
• Resolves administrative concerns by coordinating preparation of reports, analyzing data, and identifying solutions.
• Assists Housing Manager with Housing partnerships / projects with other Partners such as the current partnerships with BC Hydro and UBC.
• Work with the Equalization Administrative Clerk on expenditures and Equalization Portfolio implementation
• Ensures annual home inspections take place with proper notice and that all contractors have set times to conduct work with homeowners consent, prioritization through Asset Management Data Base. Identifies funding source.
• Ensures all service requests and maintenance requests are processed, executed and closed in a timely manner.
• Alternates with Equalization Portfolio Administration Clerk to prepare notes and documents for Lands, Capital & Housing Standing Committee meetings.
• Be responsible for outgoing and incoming letters and correspondences.
• Be engaged in policy, data system and Executive development for the benefit of the MIB Housing Department.
• Participate in special projects when assigned.
• Maintains positive and effective relationships with homeowners, vendors and contractors.
• Meets with homeowners regarding rent arrears, repayment plans and all related revenue collections when necessary.
• Ensures eviction process is followed correctly, when applicable.
• Provides HBM with supporting by-laws when applicable
Job Knowledge
• Successful completion of High School with courses in business/office management and/or construction/building, property management, maintenance trades; or an equivalent combination of skill, knowledge, and experience.
• Training and/or experience in office management, including finance and computer skills.
• Knowledge of housing maintenance methods and materials.
• Knowledge and experience of similar executive delivery in the context of Musqueam or First Nations culture and history.
• Ability to use tact and good judgment in dealing with sensitive and complex issues.
• Ability to maintain confidentiality.
• Ability to drive and provide a licensed vehicle for work purposes.
Working Conditions
• Work is performed in an office environment and periodically in the community
Licenses/Certificates
• Valid BC Driver’s License
• Successful Criminal Record Check
• Access to a vehicle for business purposes.
Please email cover letter and resume to: jobs@musqueam.bc.ca
and write “Housing Executive Assistant” on the subject line
Applicants of Musqueam and/or Aboriginal ancestry are encouraged to apply.
Position will remain open until filled.
* We thank all those who apply, however, only those short-listed will be contacted.