Housing Department Executive Assistant

About Musqueam

We are traditional hən̓q̓əmin̓əm̓ speaking people. Today, we are a strong, growing community of over 1,300 members. We live on a small portion of our traditional territory, known as the Musqueam Indian Reserve, located south of Marine Drive near the mouth of the Fraser River. The name Musqueam relates back to the River Plant, the name of the plant 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 Plant. We have always moved throughout our territory using the resources it provides for fishing, hunting, trapping and gathering. We remain distinct and our cultural practices are strong, despite the devastating impacts of residential schools, colonial laws banning our ceremonies, and other attempts to assimilate our people. Our lands and waters continue to support our cultural and economic practices while serving as a source of knowledge and memory, encoded with our teachings and laws. To learn more about Musqueam, please visit www.musqueam.bc.ca 

Position Summary:

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. 

Roles & Responsibilities

• Provides 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

• Other related duties as required

KNOWLEDGE, SKILLS AND ABILITIES

• Skill and knowledge usually attained by successful completion of High School, with courses in business/ office management and/or construction/building, property management,  maintenance trades; or an equivalent combination of education, training, 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.
• Knowledge of Housing program policies and of policy development;
• Ability to use tact and good judgment in dealing with sensitive and complex issues. 
• Ability to maintain confidentiality.

• Must be able to work in a team environment, with the ability to work and engage with other departments and the community;

• Results Oriented and Service Oriented
• Creative thinking and innovation skills; has demonstrated initiative carrying out roles;
• Excellent organizational skills;
• Good understanding of internal Musqueam approval procedures;
• Proficiency in use and of MS Office applications and software;

• Keen to learn continuously;
• Sound organizational and time management skills;
• Good communication skills – written and oral;
• Good people skills; team player and respectful to staff and public clients;

• Successful Criminal Record Check
• Valid driver’s license access to a vehicle for work purposes

Working Conditions

• Work is performed in an office environment and periodically in the community.

Why work for Musqueam?

Our success as a leader as a First Nations Government is built on the traditional teachings of our people, initiative and dedication of the Musqueam Indian Band.  Providing a highly engaged traditional government that is member focused.

• Competitive salary
• Training and career development
• Drug and alcohol-free environment
• Business casual environment
• Community fitness and gym access
• Comprehensive group benefits plan and pension plan
• Centrally located with free parking; free onsite gym and class access; close to nature trails at UBC and along the Fraser River, shops, restaurants and services.