Committee Clerk - Legislative Services

Capital Regional District; Victoria; On-site; CAD 69,724 - 73,143; Full time

Job summary

Capital Regional District in Victoria, BC, invites applications for a Clerk to Boards position within Corporate Services. The role coordinates meeting arrangements, prepares agendas and supporting materials, and records minutes with accurate procedural guidance.

You will support electoral and bylaw processes while assisting multiple committees. The position requires high school graduation and post-secondary coursework, plus 6 years' progressively responsible experience or equivalent combination.

Qualifications

• High School Graduation
• Post-secondary courses in a related discipline
• A minimum of 6 years' progressively responsible experience
• An equivalent combination of education and experience

Responsibilities

• Acts as Committee Clerk to the three main CRD Boards and Standing Committee; coordinates meeting arrangements, prepares and publishes agenda and materials; takes, edits, transcribes and distributes minutes and advises on procedural rules.
• Frequently handles confidential information for and is present for confidential discussions during in-camera meetings.
• Provides information and assistance to internal and external contacts regarding actions and decisions of Boards, Committees and Commissions.
• Prepares and responds to routine and non-routine correspondence and notices, including minutes, agendas and memos.
• Tracks, processes and updates systems related to appointments and bylaws.

Skills

Proofreading

Minutes recording

Meeting coordination

Data entry

Communication skills

Discretion

Time management

Education

High School Graduation

Post-secondary courses in related discipline

Tools

SharePoint

Granicus

InfoLinx

Electronic meeting software

Job description

Job Opportunity

Req ID: 1957

Business Unit: Corporate Services

Division: Legislative Services

Regular / Auxiliary: Regular

Job Type: Full-Time

Pay Grade: CAN/05/02/J12

Rate of Pay: $38.31 - $40.59 per hour

Hours of Work: 70 hours bi-weekly

Posting Date: July 20, 2026

Closing Date: Review of applications will commence August 4, 2026 - Competition will remain open until filled.

Summary

This position acts as clerk to various CRD Boards, Committees and Commissions, coordinates meeting arrangements, prepares agenda and supporting material, takes, edits, transcribes and distributes minutes and advises on procedural rules during such meetings and follows up on actions and decisions of committees as appropriate. The position also provides administrative assistance and support to other functions within Corporate Services as required, including administrative processing for appointment, bylaws and general election support.

Key Duties & Responsibilities

• Acts as Committee Clerk to the three main CRD Boards and Standing Committee as well as various CRD Committees and Commissions; coordinates meeting arrangements, prepares and publishes agenda and supporting material; takes, edits, transcribes and distributes minutes and advises on procedural rules during such meetings, and follows up on actions and decisions of Boards/Committees/Commissions as appropriate.
• Frequently handles confidential information for and is present for confidential discussions during in-camera meetings.
• Provides a variety of information and assistance to internal and external contacts pertaining to actions and decisions of Boards, Committees and Commissions and related matters, including elected officials.
• Accurately and promptly prepares and responds to routine and non-routine correspondence and notices, including a variety of materials such as minutes, agendas, correspondence and memos.
• Prepares and maintains a variety of statutory records and files related to the work and Division, including elector registration, minutes and bylaws, using record management practices and software.
• Tracks, processes and updates systems related to appointments and bylaws.
• Assists and provides backup to the Deputy Corporate Officer and Corporate Officer and other staff as needed.
• Provides high-level assistance and support for elector approval and election-related functions as required.
• Provides administrative assistance and support to other functions within Corporate Services as required.
• Follows all policies, procedures and standards of the CRD.
• Performs other related duties as required.

Additional Information

None

Key Skills & Abilities

• Thorough knowledge of grammar, spelling and proper formats and styles for business correspondence and proof reading and editing skills.
• Advanced accurate keyboarding and data entry skills.
• Advanced ability to accurately record meeting proceedings and produce minutes and action items.
• Advanced knowledge of the functions and objectives Boards and committees and of the rules of procedures used in meetings of such authorities.
• Advanced knowledge of modern office practices and procedures and of the rules, policies and regulations applicable to the work.
• Strong ability to coordinate meeting and event arrangements, prepare agendas and supporting material; take, edit, transcribe and distribute minutes involving interpretation of the collective sense of meetings and the framing of motions from general dialogue.
• Strong ability to prepare, process and check a variety of reports, documents and correspondence related to the position.
• Strong ability to collaborate effectively with diverse internal and external stakeholders and across multiple disciplines.
• Strong ability to deal with confidential and sensitive information with sound judgement, discretion and diplomacy.
• Strong organizational skills, including the ability to work under pressure, prioritize work and to set and meet deadlines.
• Excellent communication (verbal and written), interpersonal and customer service skills.
• Considerable experience with web publishing, data tracking and electronic meeting software.
• Thorough knowledge of local government structure and decision making processes.
• Thorough knowledge of relevant legislation including the Local Government Act and Community Charter.
• Thorough knowledge of document management systems such as SharePoint, Granicus, and InfoLinx.
• Strong ability to operate various types of office equipment.

Qualifications

• High School Graduation
• Post-secondary courses in a related discipline
• A minimum of 6 years' progressively responsible experience
• An equivalent combination of education and experience

Certifications

• Valid BC Driver's Licence

APPLICATIONS

To apply for this exciting opportunity, please click "Apply now" to submit your resume and covering letter online.

We welcome all qualified applicants to apply and may consider a combination of experience, education and/or training where possible. We value the diversity of the people we hire and serve. In our commitment to bring differing perspectives to our workplace, and to deliver the best possible service to our customers, we encourage and welcome applications from all people with diverse backgrounds, abilities, and lived experiences. Please let us know if you require an accommodation during the application and selection process. Your confidential request can be sent to [e-mail]

The Capital Regional District wishes to thank you for your interest and advises that only those candidates under active consideration will be contacted.