Cowichan Valley Regional District
Legislative Services Division
(Regular Full Time)
Position: A regular full time Secretary III opportunity is available in the Legislative Services Division of the Corporate Services Department at the Cowichan Valley Regional District (CVRD). Reporting to the Deputy Corporate Officer, the Secretary III is responsible for performing receptionist and administrative support services for the Legislative Services Division. Work includes the preparation/distribution of agendas, taking/transcribing minutes, responding to inquires related to division activities and meeting management software, document tracking, website updates, special projects, word processing assignments, data entry, mail, and filing.
Qualifications: Secondary school graduation plus completion of a minimum 6 month office administration certificate from an accredited educational institution is required, along with enrolment/completion in a certification program involving Local Government Administration, Public Administration, Business Administration or a related field. Must have four (4) years of related experience including a minimum two years acting as a recording secretary to committees, council, boards, or commissions, preferably at the local government level. Experience using meeting management software would be an asset. An equivalent combination of education, training, and experience may be considered. Must have comprehensive knowledge of the operations and functions of the Legislative Services Division, and a general knowledge of other departments and divisions within a regional district; considerable knowledge of the functions and objectives of committees and various commissions plus rules and procedures used in meetings; thorough knowledge of Business English grammar, spelling, punctuation; knowledge of Microsoft Office products, electronic meeting management and records management software and Adobe Reader/Writer; and working knowledge of related government statutes/regulations including the Local Government Act, Community Charter and FOIPOP
legislation. Must have the ability to type 50 words per minute; establish and maintain courteous, tactful, diplomatic working relationships with other staff, general public, and Regional Board Members; communicate effectively verbally and in written form; demonstrate proficiency in the use of grammar, spelling and punctuation with superior attention to detail; employ a high degree of skill in the composition, transcription, and editing of meeting minutes which involves interpretation and framing of motions from general dialogue and summarizing/interpreting discussions for effective meaning; handle multiple priorities and work effectively with minimal supervision as well as the ability to work as a team player; work in a confidential manner with a high degree of business acumen; effectively operate in a Microsoft Suite environment (e.g. Access, Word, Excel); and operate standard office equipment.
Hours of Work: The hours of work are 35 hours per week Monday to Friday, 8:30 a.m. to 4:30 p.m. The incumbent needs to be flexible and available to work evenings and weekends as they may be operationally required to attend evening and weekend meetings. This position is eligible for flex time.
Salary: This regular full time union position (CUPE Local 358) has a salary range in three steps - $29.79 - $30.64 - $31.57 per hour (2019 rates). A comprehensive benefits package is offered with this position. Applications: Qualified applicants are invited to submit a cover letter of application and resume, in confidence, clearly quoting Competition LS19095-E by 4:30 p.m. on November 20, 2019 to the Human Resources Division at firstname.lastname@example.org in a MSWord or pdf format, or to 175 Ingram Street, DUNCAN BC V9L 1N8, or by fax to 250.746.2522.
Note: Testing may be required during the interview process. Testing is based on the knowledge, skills, abilities and qualifications outlined in the job description.