Administrative Assistance to Finance Manager - 1 Year Contract - Full Time

Job No: AAFM
Location: Scugog, ON

  • Use your financial administration experience to support the development of our community
  • Receive a competitive hourly wage 
  • Don't miss this chance to make a true difference to the vibrant community of the Mississaugas of Scugog Island First Nation

About the Mississaugas of Scugog Island First Nation

The Mississaugas of Scugog Island First Nation is a strong, vibrant, and progressive Indigenous community that is approximately 1.5 hours drive from the heart of Toronto.  Located nearby to the rural community of Port Perry, MSIFN has the benefits of small town life while having a close proximity to urban areas. As part of the Anishinabek Nation and signatories to the Williams Treaties and other pre confederation treaties, MSIFN is extremely proud of our Indigenous culture and long history of protecting our Aboriginal and Treaty rights. As owners of the Great Blue Heron Casino and creators of the Noozhoo Nokiiyan Economic Development Limited Partnership, MSIFN has an entrepreneurial spirit and expectation for excellence. We encourage team members to be professional, flexible, dynamic, team players, who have a self-starting attitude and a respect for all employees in a workplace. While working within clear lines of authority, MSIFN requires someone who can bring out the best in those who surround them. We are a busy First Nation, with many capital projects and opportunities ahead.  The community and workplace is led by an elected Council of 3 (a Chief and two Councillors) and a Senior Management Team led by the First Nation Manager and including Managers from Operations, Finance, Human Resources and Health and Social Services. We value the hard work of our entire workforce and support them with a culture of collaboration and respect. 

For more information about our vibrant community please visit our homepage by clicking here.   

Make a Difference Within Our Community

Currently, the Mississaugas of Scugog Island First Nation (MSIFN) is looking for an Administrative Assistant to Finance Manager to join our community and work with our team in Scugog, ON on a 1-year fixed-term contract.  The hours of these roles are Monday to Thursday, 8.30 am to 4.30 pm and Friday 8.30 am to 1 pm.  Must be available to attend evening meetings and/or work overtime to accommodate peak periods and workloads per the "Hours of Work and Overtime" policies.  

Under the guidance of the Finance Manager, provide administrative support to the Finance Manager and Finance Department as required. This would include preparing correspondence and receipts, maintenance of office supplies, coordination of internal and external meetings with various stakeholders, coordination of monthly/quarterly/semi-annual/annual financial reviews with financial institutions as required, maintaining appropriate members files as it relates to mortgage/rental agreements, trust documents and power of attorney,  and ensuring that financial administrative systems are functioning effectively and efficiently in support of the smooth implementation of MSIFN finance department for staff, MSIFN members, visitors and the public at large.

 Supervisory Activities Support

  • Coordinate appropriate documentation that require signature for distribution to the Finance Manager.

 Policies & Procedures

  • Follow established policies, make recommendations to the Finance Manager for improvements.
  • Maintain tracking system of approved Finance policies, including date approved, policy title, and an electronic filing system of all approved policies. Distribute approved finance policies to staff as requested.

 Communication

  • Provide financial statements, General Ledger transaction histories to MSIFN employees monthly under the Financial Administration Law (FAL) or as needed.
  • Provide distribution confirmation letters to members as requested.
  • Prepare, input, edit and proofread correspondence, presentations, brochures, letters, publications, reports, and any documentation or correspondence as required.
  • Open and distribute incoming regular mail and other material and co-ordinate the flow of information internally and with other departments and organizations.
  • Provide information to staff, MSIFN members and the general public as directed by the Finance Manager.
  • Maintain an electronic filing system of records and archives (policies, standard operating procedures, meeting minutes, invoices, contracts, registrations, requisitions, licenses, mortgages/rental agreements, trust documentation) in accordance with established procedures and schedules.
  • Coordinate timing of meetings, send out invites, prepare minutes from meetings. Establish the agenda in coordination with the Finance Manager.
  • Work closely with the secretary of the Finance Advisory Committee in the scheduling of required meetings as per MSIFN FAL.
  • Schedule and confirm appointments within the finance/information technology areas as requested. Record, prepare and distribute meeting minutes.
  • Actively participate in internal/external meetings and training sessions as required.
  • Provide backup as required to appropriate A/P for pow wow related activities, before, during and after the event.
  • Answer telephone and electronic inquiries and relay telephone calls and messages.

 Accounting Activity Management

  • Maintain member files.
  • Monitor, file, report, issue and receive trust fund letters, prepare documentation for payment.
  • Correspond with financial institutions in the coordination of trust payments.
  • Coordinate Financial Literacy workshops and maintain a list of attendants, prepare completion certificates, ensure the member has completed Financial Literacy workshop prior to trust payments.
  • Provide input and feedback in the development of goals, objectives, policies, and procedures related to the Finance Department.

 Accounts Receivables

  • Prepare/maintain summary of all funding agreements (funding expected in the upcoming year).
  • Ensure deposits at financial institutions are completed in a timely manner.

 Payroll

  • Support Finance Manager in the completion of InfoHR requests, timesheet, and lieu hours.

 Accounts Payable

  • Coordinate the Williams Treaty payments. Receive approved invoices from Williams Treaty legal counsel, follow up for MSIFN approval and send to FM for payment. Coordinate Williams Treaty budget requirements/updates. Invoice Williams Treaty First Nations for their contributions.
  • Provide employees with credit card statement charges, follow up to receive all visa summaries/backup documentation including GL coding, and forward to Assistant Finance Manager.

 Support to Related Entities

  • Provide support to NNLP staff/activities as requested/required.

 Tax Administration

  • Prepare monthly invoices for signature as directed by Tax Administrator.
  • Prepare tax-related correspondence for signature as required.

 Reporting

  • Send monthly financial statements and g/l to program providers, follow up for variance reports.
  • Provide financial/budgetary support to committees when requested.

 Budgeting

  • Send out budget shells, which include prior year information, to Program Providers. Input information received from Program Providers where changes are required.
  • Work in collaboration with the Secretary of FAC in scheduling budget meeting dates with the FAC.
  • Prepare budget packages for FAC meetings and provide them in advance to the Secretary of FAC and Managers of Departments.
  • Enter final approved budgets into an Overall Budget Summary and Accpac/SAGE.
  • Provide final approved budgets to Council, Department Managers and Program Providers.
  • Input approved budget adjustments into Accpac and overall budget summary

 Audit

  • Respond to inquiries from auditors during the annual audit process as directed by the Finance Manager.

 Community Development / Communication

  • Assist in the development and delivery of finance-related workshops to employees/members as required.
  • Provide contributions as required to the community newsletter. Follow up with Finance employees to coordinate any contributions to the newsletter.

Administration

  • Order office supplies and maintain inventory.
  • Arrange travel and make reservations for the Finance Manager as requested by the Finance Manager for finance employees.
  • Provide filing, fax and photocopy support to Finance Manager and Assistant Finance Manager. Set up and maintain an electronic filing system.
  • Provide administrative support to the procurement process.

 Related and other duties:

  • Special projects, assigned tasks, and additional regular duties as required by the Finance Manager.
  • Participate actively in meetings and training sessions as directed which may include travel off the MSIFN territory.

 More About You

In order to qualify for the Administrative Assistant to the Finance Manager role, you will need a minimum 1-3 years related work experience, 5-years of general work experience.  Completion of post-secondary college diploma or program in office or business administration or related field is required.  

  • Valid driver’s license and $1M liability insurance
  • CPIC acceptable to position upon conditional offer
  • Familiar with office machines including computers, adding machines, photocopiers, fax machines, phone systems and postage machine
  • Typing 61 - 80 words per minute
  • Excellent written and verbal communication skills with the ability to communicate with confidence
  • Excellent team player with a willingness to assist others
  • Demonstrated experience in coordinating travel arrangements, meetings, and events
  • Demonstrated experience with calendar and schedule management
  • Advanced skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Internet Use
  • Experience dealing with contractors, suppliers, and service providers
  • Experience in minute taking (preferably using a laptop during meetings)
  • A high degree of initiative, ability to work independently with little supervision
  • A high degree of accuracy and attention to detail with a strong ability to produce quality work
  • Strong organizational skills
  • Ability to work well under pressure and adapt to changing priorities

Considered an Asset:

  • Knowledge and understanding of Native culture, traditions, teachings, community dynamics
  • Knowledge of legislation governing First Nations
  • Shorthand at least 40 wpm (Words Per Minute)
  • Experience and/or training in Operations, Procurement, Human Resources or Finance would be an asset
  • Experience using project management software
  • Knowledge of Privacy Legislation

Do you want to make a lasting difference to a vibrant First Nation community? Here’s your chance!

About the Benefits

In recognition of your hard work and dedication, you can look forward to a competitive hourly wage based on education and experience.  You will also be entitled to the following:

  • Access to the Employee and Family Assistance Program (EFAP) 
  • 14 statutory holidays throughout the year. 
  • Overtime

This is your chance to be part of a dynamic and growing community where you will have the opportunity to implement processes and make your mark for the better of all.   

If you share our values and have the skills necessary to bring success to the role, then we invite you to apply today!

Please note that a criminal record check (CPIC/VSS) acceptable to the position is required upon conditional offer. Expenses for CPIC/VSS are reimbursed after orientation.

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