Capital Cost Clerk / Administrative Assistant

Mohawk Council of Kahnawà:ke

City

Kahnawake

Job description

🎯 Job Description

The Mohawk Council of Kahnawà:ke is seeking a Capital Cost Clerk / Administrative Assistant to provide accounting, cost control, and administrative support to the Capital Unit. The successful candidate will play a key role in monitoring capital project expenditures, maintaining accurate financial records, and ensuring efficient administrative operations.

✅ Roles & Responsibilities

Capital Cost Control & Accounting

Accurately record, track, and evaluate revenues, expenditures, and variances for all capital projects
Track up-to-date actual project costs and compare against projected budgets
Identify cost variances and prepare financial and project status reports
Advise the Director of Capital of any extraordinary expenses
Prepare monthly actual cash flow reports based on projected budgets
Ensure all project cost data is accurate and documented in a timely manner
Analyze existing account and control practices, recommend improvements, and support implementation of changes
Liaise with Accounting to ensure monthly expenditure accuracy
Prepare cheque requisitions and forward to Accounting for processing
Maintain comprehensive files for each capital project

Payroll, Purchasing & Data Entry

Process weekly timesheets for all Capital Unit employees
Enter payroll data into Dayforce, prepare reports, obtain approvals, and forward to Payroll
Process internal and external equipment and gravel tickets weekly and enter data into databases and project spreadsheets
Request purchase orders for all Capital Unit purchases
Ensure approval of packing slips and invoices and assign correct account and project numbers
Enter and track all orders in databases
Verify incomplete purchase orders with Accounting on a quarterly basis

Administrative & Reception Support

Provide full administrative support to the Capital Unit
Draft and prepare correspondence, reports, memos, and forms
Open, sort, log, and distribute incoming and outgoing mail
Arrange couriers and special deliveries
Perform printing, photocopying, and scanning
Take minutes during Capital Unit meetings and prepare drafts for approval
Establish and maintain a centralized filing system
Issue tender documents and provide receipts to bidders in accordance with procedures
Provide information on programs and services to community members
Greet visitors and direct them appropriately
Ensure reception coverage for safety reasons
Answer, screen, and route telephone calls and record messages
Monitor the answering service and follow up on messages
Track staff whereabouts and ensure attendance boards are updated
Maintain office supply inventory
Ensure the building is tidy and secure at the end of each workday

💰 Salary

$41,574.00 – $46,975.50 per year
37.5 hours per week

Required experience and qualifications

⭐ Qualifications

Education & Experience

DEC in Accounting or Bookkeeping plus one (1) year of relevant experience, OR
DEP in Secretarial Sciences plus three (3) years of relevant experience, OR
High School Diploma plus five (5) years of relevant experience in project/program management, accounting, or bookkeeping

Knowledge, Skills & Abilities

Ability to interpret general ledger listings and manage financial data
Working knowledge of budgeting and cost control techniques
Ability to set up, monitor, and manage multiple project accounts
Strong administrative, organizational, and time management skills
Excellent written and verbal communication skills
Advanced proficiency with computer applications (Windows, Excel, Word, Access, Outlook, Internet, etc.)
Knowledge of MCK policies and Capital Unit procedures
Strong attention to detail and accuracy
Sound judgment and problem-solving skills
Ability to take initiative and ensure client satisfaction
Professional, discreet, and courteous approach with internal and external stakeholders
Commitment to confidentiality
Ability to communicate in Kanien’kéha and French is an asset
Willingness to learn the Kanien’kéha language

🕒 Working Conditions

Full-time, indeterminate position
Nine (9) month probation period
Five-day work week in an office environment
Moderate workload-related stress
Occasional overtime required

📩 How to Apply

Please submit a complete application, including a Letter of Intent and Resume (PDF format only), by email to:

📧 applications@mck.ca
Attention: MCK Human Resources

Incomplete applications may not be considered.
Only candidates selected for an interview will be contacted.
Preference will be given to Indigenous candidates.
All required documents must be received before the application deadline to be considered.