Executive Office Clerk

Job Summary:

Reporting to the Senior Executive Assistant, the Executive Office Clerk is responsible for providing administrative and clerical services to assist in the effective day to day administration and operation of the Teslin Tlingit Council Executive Office.

Main Duties & Responsibilities:

Responsible for the day-to-day administrative requirements of the Executive Office staff, Executive Council, and Management Board, by:

Office Services:

• Responding to telephone and electronic inquiries or directing inquiries to appropriate people
• Greeting visitors in a highly professional manner, ascertaining nature of business and directing visitors to appropriate people
• Responding to various requests for information that arrives via telephone, mail, email and in person by screening these requests, identifying the responsible staff member and forwarding these requests as appropriate;
• Provides information for reports, briefings, memos and documents as required to Executive Office staff and Executive Council members;
• Assisting the Executive Staff with previewing materials, prioritizing and /or assembling related background information or files, identifying issues, deadlines, action-oriented items arising out of these materials and advising/highlighting these to bring to the appropriate Executive Office staff member’s attention.
• Assisting the Senior Executive Assistant with screening requests for meetings with Executive Staff and Members by entering into discussion with the requester, identifying problem/issues and its priority, deciding whether a meeting with Executive is essential or other TTC Staff could address the problem/issue and arrange for a meeting with appropriate staff.

Records Management:

• Assists in maintaining manual and computerized information filing systems for minutes, notes, tapes and summaries of meetings according to predetermined policy and standards.

• Working closely with the Executive Manager to ensure resolutions, decisions, directions and correspondence, reports, forms, policies and other documentation is kept in the appropriate place and easy to retrieve on demand.

• Ensures that all filing is completed properly and records can be found in a timely fashion.

• Ensuring confidentiality and security of the records.
• Following policies to determine which information is available to Citizens.
• Ensuring all contracts are properly numbered, scanned, filed, and distributed to Finance and relevant departments.

Education & Experience:

• Certificate and training in Office administration or Records Management or equivalent experience.
• Knowledge of general office management techniques and practices;
• Good working knowledge of social structure, culture and traditions of TTC
• General knowledge of TTC Land Claims Agreement and Implementation plans, the TTC Strategic Plan, and Constitution
• Experience in general office management
• Ability to use a computer and associated software, specifically Microsoft Word, Excel and Microsoft Outlook.