Membership Clerk

JOB SUMMARY

The Membership Clerk provides administrative support to the Membership Coordinator by assisting with the day-to-day operations of the Membership Department. This position is responsible for maintaining accurate records, preparing documents, supporting membership inquiries, coordinating administrative tasks, and ensuring the confidentiality of sensitive member information. The Membership Clerk plays an important role in providing efficient and professional service to Bearspaw First Nation members.

JOB DESCRIPTION

The Membership Clerk supports the effective delivery of membership services by performing a variety of administrative duties, maintaining organized records, processing correspondence, and assisting with payment distribution and member inquiries. The successful candidate must demonstrate strong organizational skills, attention to detail, professionalism, and the ability to maintain strict confidentiality.

DUTIES AND RESPONSIBILITIES

Administrative Support

· Maintain accurate and organized membership files, records, registers, and documents.

· Prepare letters, reports, notices, forms, and other administrative documents.

· Photocopy, scan, print, file, and distribute documents as required.

· Schedule meetings, maintain calendars, and organize departmental files.

· Perform general administrative duties as assigned by the Membership Coordinator.

· Assist with special projects and departmental initiatives.

Mail & Document Management

· Receive, sort, distribute, and prepare incoming and outgoing mail, courier packages, and correspondence.

· Maintain organized filing systems for electronic and paper records.

· Ensure all documentation is filed accurately and promptly. Payment Support

· Assist with the preparation and distribution of cheques, reimbursements, dividend payments, and other approved payments.

· Maintain accurate supporting documentation.

· Ensure accuracy and confidentiality when handling financial information. Confidentiality & Compliance

· Maintain strict confidentiality of all membership records and sensitive information.

· Ensure records are accurate, secure, and up to date.

· Follow all Bearspaw First Nation policies, procedures, and privacy requirements.

EDUCATION, SKILLS, AND QUALIFICATIONS:

· Minimum Grade 12 diploma.

· Post-secondary education in Office Administration, Business Administration, or a related field is considered an asset.

· Minimum 1–2 years of administrative or clerical experience.

· Strong organizational and time management skills.

· Excellent verbal and written communication skills.

· Strong attention to detail and accuracy.

· Proficiency with Microsoft Office (Word, Excel, Outlook).

· Ability to maintain strict confidentiality.

· Strong customer service and interpersonal skills.

· Ability to work independently and collaboratively within a team.

· Valid Class 5 Driver's Licence and reliable transportation are considered an asset.

EMPLOYMENT CONDITIONS:

· Successful completion of a Criminal Record Check and Vulnerable Sector Check.

· Ability to maintain confidentiality and handle sensitive information.

· Must comply with all Bearspaw First Nation policies and procedures.