Administrative Assistant - Legislative Services

Municipality of North Cowichan; North Cowichan; On-site; CAD 45,000 - 65,000; Full time

Job summary

Join the Municipality of North Cowichan as an Administrative Assistant in Legislative Services. This role involves providing high-level administrative and technical support, ensuring the smooth operation of the department. Successful candidates will demonstrate strong communication and organizational skills, a commitment to customer service, and ability to manage sensitive information. A competitive salary and benefits package awaits the right individual.

Qualifications

• 2 years experience in an office environment or equivalent education.
• Demonstrated keyboarding speed of at least 60 wpm.
• Valid Class 5 B.C. Driver's Licence.

Responsibilities

• Assist with agenda and minute preparation for Council meetings.
• Provide administrative support for bylaws and policies.
• Administer content on the municipal website.

Skills

Communication

Interpersonal Skills

Attention to Detail

Problem Solving

Education

Applied Business Technology program

Tools

Microsoft Office

eScribe

SharePoint

Adobe Pro

Laserfiche

Job description

The Municipality of North Cowichan (population 31,990) is located in the beautiful Cowichan Valley on Southern Vancouver Island, between Nanaimo and Victoria. Our communities of Chemainus, Crofton, Maple Bay and the South End are home to a multitude of artistic, cultural and outdoor recreational activities. The Municipality provides a stable and varied work environment, competitive pay and benefits, and an opportunity to participate in a remote work program where operationally feasible.

We are inviting applications from candidates with the proven skills, qualifications and abilities for the position of Administrative Assistant - Legislative Services. If you are self-motivated, eager to take on a new challenge where you can make a difference, and enjoy both responsibility and accountability with one of British Columbia's most inclusive and environmentally conscious municipalities, we look forward to receiving your application!

Reporting to the Manager of Legislative Services, you will provide high-level administrative and technical support of a complex and confidential nature. The ideal candidate is highly organized, adept at managing sensitive information with discretion, and comfortable juggling multiple priorities and deadlines. Strong communication and interpersonal skills are essential, along with a commitment to collaboration, transparency, and service excellence.

In this role, you will play a vital part in ensuring the smooth operation of the Legislative Services Department by:

• Assisting with agenda and minute preparation for Council and Committee meetings.
• Preparing for and supporting Council meetings, including room setup and catering coordination.
• Assigning and tracking tasks from meetings, including timestamping Council meeting videos.
• Providing administrative support for bylaws and policies, including tracking and consolidation.
• Administering content on the municipal website.
• Drafting, publishing and tracking statutory notices.
• Assisting with records management, privacy, and freedom of information.
• Supporting general elections and alternate approval processes.
• Providing vacation and absence relief for the Legislative Coordinator.
• Conducting basic internet research and searches for and reviews internal records.
• Assisting with support for the Executive Coordinator, General Managers, and project work as needed.
• Performs other related duties as required to support North Cowichan.

Required Skills, Qualifications and Abilities

1. Successful completion of formal relevant training (e.g. Applied Business Technology program at Vancouver Island University) and two (2) years of experience in an office environment, or an equivalent combination of experience and education.
2. Possession and maintenance of a valid Class 5 B.C. Driver's Licence; a satisfactory current driver's abstract will be required.
3. Demonstrated keyboarding speed of at least 60 wpm.
4. Proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook) at an intermediate to advanced level.
5. Experience with eScribe, SharePoint, Adobe Pro, and Laserfiche is considered an asset.
6. Experience in minute-taking is considered an asset.
7. Knowledge of public administration and of the Local Government Act, Freedom of Information and Protection of Privacy Act and Community Charter is considered an asset.
8. Strong communications and interpersonal skills, with the ability to interact professionally with the public and colleagues.
9. Demonstrated commitment to exceptional customer service.
10. High attention to detail and the ability to prioritize and complete multiple tasks in a dynamic environment.
11. Ability to handle sensitive and confidential information with discretion.
12. Capacity to work independently and exercise sound judgment.
13. Proactive approach to problem solving and a strong work ethic.

A competitive salary and comprehensive benefit package is offered. This position is excluded from union membership.

Candidates being considered will be required to undergo a comprehensive evaluation of skills, qualifications, and abilities. The successful candidate will be required to undergo a police information check.