Public Works Administrative Assistant

Public Works Administrative Assistant

Role Profile

ABOUT LNIB

The Lower Nicola Indian Band (LNIB) is a vibrant and growing First Nations community in British Columbia, committed to the well-being, culture, and prosperity of its members. LNIB provides a wide range of programs and services including health, education, social development, governance, and economic development initiatives.

We value innovation, collaboration, and respect for our traditions, and we are dedicated to fostering a supportive, inclusive, and safe work environment for all employees. LNIB follows Indigenous governance principles and prioritizes community engagement, cultural knowledge, and sustainable development in all its operations.

Join LNIB and be part of a team that is making a meaningful impact in the community while contributing to a dynamic and culturally rich workplace.

POSITION SUMMARY

The Public Works Administrative Assistant provides administrative, clerical, and operational support to the Infrastructure / Public Works Department of the Lower Nicola Indian Band (LNIB). Reporting to the Public Works Manager, this role is responsible for coordinating departmental activities, maintaining records, processing invoices and purchase orders, assisting with scheduling, and supporting communication between staff, community members, and external agencies.

The Public Works Administrative Assistant ensures efficient day-to-day operations within the Public Works Department, supports asset and maintenance tracking, prepares documentation required for internal and external reporting, and helps maintain LNIB’s public buildings, facilities, and infrastructure services by providing reliable administrative support.

KEY RESPONSIBILITIES

· ADMINISTRATION & CLERICAL SUPPORT

o Provide general administrative support to the Infrastructure / Public Works Department.

o Prepare correspondence, memos, public notices, letters, and departmental communications.

o Maintain accurate digital and physical filing systems, ensuring records are up to date and easily retrievable.

o Schedule and coordinate monthly infrastructure / public works meetings, prepare agendas, and record minutes.

o Support preparation of annual departmental plans, reports, maintenance logs, and operational documents.

· FINANCE & PROCUREMENT SUPPORT

o Work closely with the Accounts Payable department to process invoices, purchase orders, and financial coding.

o Create, track, and organize purchase orders for Public Works Operators and Facilities Maintenance staff.

o Assist with budgeting tasks, including collecting quotes, coding expenditures, and preparing reconciliations.

o Order office supplies, tools, and materials required for infrastructure maintenance and operations.

· FACILITIES, ASSET & RECORDS MANAGEMENT

o Issue keys, access fobs, and security codes for LNIB buildings; maintain distribution and security records.

o Manage bookings of community buildings and ensure proper communication with relevant departments.

o Support Asset Management Planning by maintaining up-to-date facility and infrastructure records.

o Maintain databases related to water/wastewater systems, building maintenance, servicing schedules, and capital projects.

o Track and update public works inventories, inspections, and maintenance logs.

· OPERATIONAL COORDINATION

o Assist with scheduling Public Works Operators, Facilities Maintenance staff, circuit rider visits, and external service providers.

o Support coordination for ditch-rider scheduling and water system monitoring activities.

o Communicate with staff, contractors, and community members regarding service requests and work orders.

o Prepare documents and contribute to reports required by federal agencies (INAC, FNIIP, ACRS, MTSA) and other regulatory bodies.

· COMMUNITY COMMUNICATIONS & CUSTOMER SERVICE

o Serve as a point of contact for community inquiries related to building bookings, maintenance needs, and public works services.

o Draft and distribute notices regarding public works activities, service interruptions, and infrastructure updates.

o Support the department in preparing newsletter submissions and community information pieces.

o Foster positive working relationships with LNIB Members and ensure respectful, culturally grounded communication.

· HEALTH & SAFETY SUPPORT

o Participate on the Health & Safety Committee as the Public Works representative.

o Assist with documentation, safety reporting, and distribution of safety notices.

o Help ensure departmental compliance with LNIB policies, safety procedures, and workplace standards.

· OTHER DUTIES

o Assist with policy and procedure updates for Public Works and Infrastructure.

o Support other departments upon request from the Public Works Manager.

o Perform additional related duties as assigned.

KNOWLEDGE, SKILLS & ABILITIES

· Strong administrative, organizational, and time-management skills.

· Ability to maintain accurate records, filing systems, and operational logs.

· Proficiency with Microsoft Office 365 (Word, Excel, Outlook, Publisher, PowerPoint, SharePoint).

· Knowledge of procurement processes, invoicing, and basic budgeting practices.

· Strong communication skills, both written and verbal.

· Ability to work collaboratively with staff, contractors, and community members.

· Ability to handle confidential information with discretion and professionalism.

· Familiarity with public works operations (roads, buildings, water systems) considered an asset.

· Ability to speak or willingness to learn the Nlaka’pamux language preferred.

· Cultural awareness and sensitivity when working with LNIB Members and community stakeholders.

QUALIFICATIONS

· Certificate in Business Administration or Secretarial Studies OR an acceptable combination of education and progressively responsible administrative experience.

· Minimum of three (3) years administrative or executive-level office experience.

· Experience working with a First Nations government, community organization, or a similar environment is an asset.

· Experience with invoicing, purchase orders, and financial coding preferred.

· Valid BC Driver’s Licence is an asset.

· Successful candidate must pass a criminal record check.

WORKING CONDITIONS

· Office-based environment with regular deadlines and multiple concurrent tasks.

· Occasional visits to Public Works shop, facilities, or community buildings may be required.

· Standard weekday hours; some flexibility may be required depending on departmental needs.

· Interactions with contractors, community members, and other LNIB departments.

· Moderate physical movement during tasks such as retrieving files, dropping off documents, or accessing building spaces.

PREFERENCE

The Lower Nicola Indian Band (LNIB) follows Section 25 of the Human Rights Code, giving preference to Indigenous applicants where applicable.