Permanent Full Time

June 10, 2020

North Vancouver - TWN Administration Building

Administration

35

Based on education & experience

JOB SUMMARY:

Under the direction of the Chief Administrative Officer (CAO), the Council Secretariat is responsible for organizing Council meetings, preparing agenda and meeting materials, meeting minute-taking and distribution, maintaining Council files and general administrative tasks.

QUALIFICATIONS:

  • Diploma in Office Administration, Business or equivalent.
  • Legal Assistant experience an asset.
  • Three (3) to five (5) years of relevant experience.
  • May consider alternate combinations of education and relevant work experience.
  • Experience handling sensitive and confidential information and matters in a trusted and responsible manner
  • Willingness to participate in work-related courses, seminars and training as require
  • Previous experience working in a First Nations community and/or organization is preferred
  • Must successfully pass a Criminal Records Check.

DUTIES & RESPONSIBILITIES:

  • Prepare and update Council biographical profiles, including images.
  • Organize both regularly scheduled and special Council meetings.
  • Prepare and keep a yearly Council calendar.
  • Prepare meeting agenda for CAO review and approval.
  • Coordinate logistics for Council meetings – book meeting space, etc.
  • Inform Council members and CAO of meeting details.
  • Send message to Directors and staff to provide deadline date and time to submit agenda items for Council review or decisions.
  • Prepare Council meeting materials, including information from Directors/staff, Community Request forms, Decision Documents, Briefing Notes, presentations, meeting minutes, BCR’s, event invites for Council and include any other material at the request of the CAO or Council.
  • Email all meeting materials to Council and CAO.
  • Complete Decision Document form, review with CAO for approval, provide a copy to the presenter or staff member and scan to Council Drive for record keeping.
  • Prepare Band Council Resolutions at the request of the CAO, add BCR number and have Council sign (quorum 3 signatures).
  • Maintain Council BCR and Decision Document files.
  • Perform follow-up activities resulting from Council meetings, including transcribing and distributing minutes.
  • Ensure all meeting agendas, materials, meeting minutes, council books and other related documents are filed chronologically and archived properly to ensure easy reference and rapid retrieval of information
  • Maintain Council meeting summaries for public display.
  • Prepare travel schedules, book travel arrangements and make reservations on behalf of Council.
  • May be required to attend external meetings and events as directed by the Chief.
  • Keep all information strictly confidential.
  • Supporting other departmental needs as required.
  • Perform other related duties as required.

SKILLS, ABILITIES & KNOWLEDGE:

  • Advanced knowledge of Microsoft Office – Word, PowerPoint, Outlook, and Excel, and experience with publishing software.
  • Excellent interpersonal skills with the ability to interact with Chief and Council, membership and staff at all levels
  • Strong attention to detail and accuracy with a commitment to high quality work
  • Demonstrated information, records and data management skills and abilities
  • Excellent communication skills – oral, written, proof reading
  • Ability to be organized, prioritize, and demonstrate competency to handle multiple tasks and deadlines.

WORKPLACE REQUIREMENTS:

Physical Demands

  • Significant desk work with long periods of sitting and manual dexterity activities (keyboard operations).
  • Lifting or moving audio visual equipment, supplies or materials up to 25lbs may be required.

Mental Focus

  • Ability to take direction and occasionally work under pressure.
  • Able to maintain a constructive, flexible, open, cooperative demeanor.
  • Must model adherence to established systems and processes.
  • Ability to work independently, change focus quickly, and pick up new tasks with minimal instruction.

Environmental Conditions

  • Dynamic environment with multiple demands, changing priorities and interruptions.
  • Handle highly sensitive and confidential information.
  • Engagement with membership, staff, management and external contacts.
  • Occasional evening and weekend hours.

 

Why Work with Us?

Training & Career Development

Business Casual office, Community Fitness & Gym Access

Comprehensive Group Benefits & Pension Plans

 

How To Apply: 

Click the link below to visit the web page and directly apply.

Chief & Council Secretariat

 

We appreciate everyone’s interest, however, only shortlisted applicants will be contacted. Thank you. 

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