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Corporate Services & Project Support Officer - Cairns

Carpentaria Land Council

About us:

Carpentaria Land Council Aboriginal Corporation (CLCAC) was established over 33 years ago in Burketown to represent the rights & interests of Traditional Owners. Our members are drawn from nine language groups whose traditional lands & waters are located in the southern Gulf of Carpentaria. As the recognised Native Title Service Body for the Southern Gulf of Carpentaria region, CLCAC performs statutory functions in accordance with the provisions of the Native Title Act 1993. An elected Board determines the Organisation’s priorities and monitors the progress of native title applications and oversees operational activities and general governance.

CLCAC supports native title, PBC economic development & ranger programs in Burketown, Normanton & Mornington Island. We have an exciting opportunity to join our organisation.

CLCAC Vision:

To be the leader of sustainable indigenous community development in the lower Gulf region where our people are self-determined and empowered to take control of country, culture and their economic future.

CLCAC Values:

  • Unity
  • Leadership
  • Integrity
  • Commitment

The Opportunity:

As the Corporate Services & Project Support Officer, you will be working under the direction and supervision from the Senior Finance Officer, provide Administrative support to CLCAC’s projects and programs in a safe, professional and timely manner.

What we offer:

The position is a full-time position and may involve irregular travel throughout the southern Gulf of Carpentaria region:

  • Salary Range: $51,558 - $66,378 per annum depending on qualifications and experience;
  • CLCAC is a Private Benevolent Institution: Salary sacrifice arrangements are available;
  • Leave entitlements will include 5 weeks annual leave.

Eligibility / Skills / Qualifications / Experience:

Essential:

  • Certificate 3 in Business Administration;
  • MYOB Competency;
  • High level skills in Microsoft Office (Excel, Word and Outlook);
  • Prior experience in an Administration role;
  • Open C Class Driver’s Licence.

Desirable:

  • Certificate 4 or higher in Business Administration;
  • Experience with Social Media and Adobe Indesign.

Attributes:

  • Willingness to learn;
  • Able to communicate effectively both verbally and in writing to a diverse range of people;
  • Works effectively in a team environment;
  • Good attention to detail;
  • Able to use initiative and think creatively to solve problems;
  • Reliable and committed;
  • Ability to adapt in a changing environment.

Key Responsibilities

Reception:

  • Receive/greet clients and guests;
  • Answer the phone, taking and relaying messages as required;
  • Ensure the reception area, boardroom, kitchen and other common use areas are kept in a tidy state at all times, including, but not limited, to emptying bins, including the kitchen and bathroom areas, as required.

General Administration:

  • Maintain the CLCAC Electronic Records Management System in FileMaker;
  • Filing, including assisting the Deputy CEO / Corporate Services Manager, Land & Environment Projects Officers and PBC Support Services Officers as required;
  • Maintain the CLCAC Library and ensure copies of all CLCAC publications are kept and added to the Library Database;
  • Maintain the petty cash system, carry out routine reconciliations and report any discrepancies to the Senior Finance Officer;
  • Assist with distribution of meeting agendas, notices, newsletters and other information;
  • Ensure office supplies are monitored and ordered as necessary, including coffee, tea, milk, stationery and cleaning supplies;
  • Ensure equipment and stock are maintained in the “utility room”, including:
    • Paper in the photocopier
    • Staples in the stapler
    • Carry out slip clean of photocopier as required
  • Provide Administration Support to the Senior Finance Officer and Deputy CEO / Corporate Services Manager as requested from time to time;
  • Assist, when requested, with the maintenance and updating of the CLCAC Website and Social Media Pages;
  • Assist, when requested, with compiling and drafting the CLCAC’s quarterly newsletter, including collecting information and photos from all departments, obtaining final edits and approvals from Senior Management, liaising with the printer and coordinating distribution to staff and CLCAC members/stakeholders;
  • Carry out any other tasks lawfully and reasonably requested from time to time by either the Senior Finance Officer, Deputy CEO/Corporate Services Manager or CEO in a timely and efficient manner.

Procurement, Travel and Meeting Logistics:

  • Procurement of Goods and Services, including requesting and receiving quotes from Suppliers, seeking Delegates Approval, preparing Purchase Orders and following up on receipt of Supply, ensuring compliance with CLCAC’s Policy and Procedure for the Procurement of Goods and Services at all times;
  • Coordination of travel and accommodation for Cairns office staff, Land and Environment staff and CLCAC’s Chairperson and Directors, completing Travel Order Request Forms (TORFs), seeking Delegates approval, calculating travel allowances and preparing Purchase Orders in accordance with CLCAC’s Travel policy;
  • Ensure copies of approved and completed TORFs are provided to the Finance Officer with sufficient notice for scheduling payment of Travel Allowances prior to travel;
  • Assist with the organisation of Meetings, Workshops and Functions including venue and equipment hire, catering and promotional materials as directed.

Asset Management:

  • Liaise with service providers to ensure routine maintenance is carried out on equipment in the Cairns Office in accordance with service agreements and as required;
  • Develop and maintain records of Asset Warranties for Cairns office equipment;
  • Complete weekly vehicle inspection checklist for the Cairns vehicle, provide monthly vehicle log sheets and communicate any noted maintenance issues to the Finance Officer;
  • Monitor the vehicle service record for the Cairns vehicle and liaise with the Finance Officer prior to booking scheduled servicing as due;
  • Assist, as requested, with coordinating servicing and maintenance requests in Cairns for regional vehicles.

Compliance:

  • Comply with CLCAC’s Policies and Procedures and Occupational Health and Safety Plan;
  • Take reasonable care for your own and other’s health and safety;
  • Comply with any instructions given to you to ensure health and safety in the workplace;
  • Use equipment correctly and promptly report any identified faults, hazards, incidents or injuries to your Supervisor;
  • Complete incidents / accidents and reporting forms and submit to your Supervisor as required.

Special Conditions

  • Open C Class Driver’s Licence;
  • Some out of hours and weekend work;
  • Some intra state travel.

Qualified Indigenous persons are encouraged to apply.

If have questions please contact Bronwyn Morgan (HR & OHS Compliance Officer) on 07 4041 3833.

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