Housing Administration Assistant

Housing Administrative Assistant

Role Profile

Position Title:              Housing Administrative Assistant

Department:                Housing

Reports To:                 Housing Manager

FTE/Hours:                  Full-Time, Permanent

Salary/Pay Grade:       $25.00 - $28.00 per-hour

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 collaboration, respect for our traditions, and strong relationships, 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.

POSITION SUMMARY

The Housing Administrative Assistant provides comprehensive administrative and operational support to the Housing Department. This role assists with daily office functions, financial processing, reporting coordination, communication with members and partners, and departmental logistics.

Working closely with the Housing Manager, Director, Tenant Relations Coordinator, Renovation Coordinator, and Maintenance Team, the Administrative Assistant ensures smooth workflow, accurate documentation, and responsive support for housing programs and services.

KEY RESPONSIBILITIES

ADMINISTRATIVE OPERATIONS

• Provide direct administrative support to the Housing Department and management team.
• Maintain organized filing systems, records, and documentation.
• Take, compile, and distribute meeting minutes.
• Attend weekly Housing team meetings and Emergency Housing Repair Fund meetings.
• Assist with staff training coordination and travel arrangements.
• Order office materials and departmental supplies.

FINANCIAL & PROCUREMENT SUPPORT

• Work with LNIB Accounts Payable to organize, code, and process departmental invoices.
• Prepare and issue purchase orders.
• Assist with preparing departmental budgets.
• Support tracking of expenditures and financial documentation.

REPORTING & DOCUMENTATION

• Assist with preparing monthly, quarterly, and annual departmental reports.
• Support preparation of reporting documents for internal and external partners and funding providers.
• Maintain accurate records and departmental databases.

COORDINATION & COMMUNICATION

• Schedule site visits between administrative staff, maintenance teams, contractors, tenants, and homeowners.
• Liaise with internal departments, external organizations, and the public.
• Draft public notices, letters, and departmental communications.
• Assist with preparation of newsletter submissions.
• Provide support to members with housing applications and inquiries.

DEPARTMENTAL COLLABORATION & SUPPORT

• Sit on the Health & Safety Committee.
• Provide administrative support to Supervisors and Housing leadership.
• Assist other departments as requested by the Housing Manager.
• Perform other related duties as required.

KNOWLEDGE, SKILLS & ABILITIES

• Strong verbal and written communication skills.
  Excellent interpersonal skills and ability to work collaboratively in a team environment.
• Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines with minimal supervision.
  Proficiency in Microsoft Office 365 (Word, Excel, Outlook, Publisher, PowerPoint, SharePoint).
• Knowledge of purchasing processes, inventory control, and administrative procedures.
• Ability to maintain filing systems, records management systems, and basic databases.
• Strong attention to detail and records maintenance skills.
  General mathematical and budgeting skills.
• Knowledge of or familiarity with LNIB culture, traditions, and community values.

QUALIFICATIONS

Certificate in Business Administration, Secretarial Studies, or a related field; or an equivalent combination of education and relevant experience. Minimum of three (3) years of administrative experience, preferably within a First Nations organization or similar service environment.

Preference may be given to candidates who are members of the Lower Nicola Indian Band and/or have the ability to speak, or willingness to learn, the Nlaka’pamux language.

WORKING CONDITIONS

• Office-based work environment with regular interaction with community members, staff, and external partners.
• Regular deadlines related to reporting cycles, financial processing, and departmental coordination.
• May require occasional flexibility to support meetings, training coordination, or urgent housing matters.

OTHER REQUIREMENTS

• Must maintain confidentiality and professionalism at all times.
  Commitment to culturally respectful, community-centered service delivery.
• Ability to manage multiple priorities in a fast-paced environment.
• Successful completion of a Criminal Record Check is required.
• Valid BC Driver’s License 

PREFERENCE

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