Office Agent, Principal Class #10750

We are seeking a dynamic and skilled Office Agent to join our finance department team, serving the vibrant Naskapi community.

Job percentage : 100%, regular full-time, Monday to Friday

THE POSITION

This pivotal role involves organizing, coordinating, and overseeing the team's activities to ensure smooth and efficient operations.

Join our team and make a significant impact in a community that values dedication and openness. If you are looking for a challenging yet rewarding career where your work truly matters, apply today to become a cornerstone of our financial operations!

THE RESPONSIBILITIES

• Ensure travel-related requests : See to all travel-related arrangements for JSMS and JCLC staff, NLS team members (including counselors in academic training), NEC members, adult education, vocational training and post-secondary students (including their dependents);
• ensure the connection to various travel-related partners (train, air travel, hotels, etc.); compile related requests for approval, as required; etc.;
• Compile all credit card invoices for NLS team members on a regular and orderly manner for proper payment of credit cards and record keeping;
• Keep record of all travel arrangements for staff, students, and other partners;
• Assist with the preparation of claims for reimbursement related to travel expenses for JSMS staff and post-secondary students;
• Assist with translations, as needed; be prepared to draft correspondence in French and English; be familiar with relevant software to assist in these tasks;
• Contribute to the organized storage of academic files-physical and electronic;
• Contribute to updating forms for students in adult education, vocational training and post-secondary studies with respect to requests for funding, requests for moving, childcare, travel requests, and related tasks;
• Contribute to drafting the updates for the various funding policies of Naskapi beneficiaries;
• Process students' allowances deposits and reimbursements of expenses into the related software;
• Ensure that all the meetings' minutes the NEC are compiled and organized appropriately, as well as maintained up-to-date;
• Contribute to gathering data from student files regarding the academic success of students receiving funding from the NEC for the purposes of producing statistical and other portraits and reports, if possible, by means of Access, Excel or other database tools;
• If need be, performs any other related duty.

Required qualifications

• Excellent spoken and written English and French.
• The ability to prioritize, organize, plan, carry out and follow-up in an autonomous fashion.
• Sound knowledge in computer software - Word, Excel; PowerPoint would be an asset.
• Capacity to work and cope with simultaneous demands and works cooperatively with team and other staff members.
• Capacity to learn, and adapt to new situations.
• Excellent judgment, analytical skills and problem solving ability.
• Good memorization capacity and very attentive to details.
• Excellent interpersonal skills.
• Discretion and objectivity.
• Must be available and flexible in regards to the working hours due to the fact that certain selection activities could possibly take place outside of regular office hours.

Schooling and experience

Hold a Diploma of Vocational Studies (DVS) in a specialty appropriate for the class of employment, a Secondary School Diploma or a diploma or an attestation of studies recognized as equivalent by the competent authority and have six (6) years of pertinent experience.

Other requirements

Have a knowledge of office automation.

N.B. : The candidates who wish to be considered for this position will undertake tests to evaluate their knowledge in English and French writing, in Word, Excel, and in problem solving and analytical skills.