Administrative Support Clerk

Website Capital Regional District

Administrative Support Clerk

Corporate Services – First Nations Relations

Competition: 21/244
Status: Regular Full time
Hours of Work: 70 hours bi-weekly
Rate of Pay: $32.07 to $34.02 per hour
Review of applications begins: 4:00pm on November 22, 2021

Summary
The Administrative Support Clerk provides administrative support in order to implement the First Nations Relations division goals and initiatives, in line with the CRD Statement of Reconciliation.

The CRD conducts its business within the traditional territories of over 20 First Nations, including Songhees, Xwsepsum (Esquimalt), W̱JOȽEȽP (Tsartlip), BOḰEĆEN (Pauquachin), SȾÁUTW̱ (Tsawout), W̱SIKEM (Tseycum), MÁLEXEȽ (Malahat), Sc’ianew (Beecher Bay), T’Sou-ke, Pacheedaht and Pune’laxutth’ (Penelekut). All of whom have a long standing relationship with the land and waters from time immemorial that continues to this day.

Duties & Responsibilities
•Provide administrative support to the First Nations Relations Standing Committee, and other tables as directed, including coordinating meeting arrangements, preparation of agendas and supporting material, takes, edits, transcribes and distributes minutes, and follow-up on actions and decisions of the Committee and other tables as needed.
•Provide administrative support to the First Nations Relations Division including coordinating manager’s schedule, responding to calls for inquiries, drafting and editing correspondence and documents, tracking and following up on tasks, maintaining paper and electronic filing systems, website support and managing financial records (including petty cash, travel reimbursements and reconciling purchase cards).
•Provide SharePoint administration support to the First Nations Relations Division and the Corporate Service Department as required.
•Attend to the documentation and records management of correspondence, follow-up and referrals out to First Nations on CRD projects.
•Draft communications content, grant funding applications and letters of support.
•Assist in the organization of outreach, education, and relationship-building events, including annual Forum of All Councils.
•Assist with research and analysis, and the writing of staff and program reports.
•Provides support and guidance to CRD staff implementing and adapting policies and procedures in line with the CRD’s statement of reconciliation, including administrative support related to the protection of heritage sites and use of the Remote Access to Archaeological Data (RAAD).
•Provide a variety of information and assistance to internal and external contacts relating to past, present, or future activities of the First Nations Relations Division.
•Maintain the First Nations Relations external webpages.
•Assist and provides backup to the Manager, First Nations Relations and/or the First Nations Relations Coordinator as directed by the manager.
•Provide administrative assistance and support to other functions of the First Nations Relations Division as required.
•Follow all policies, procedures and standards of the CRD.
•Perform other duties as required.

Qualifications
•One year office administration certificate and 3-5 years’ experience in a progressively responsible administrative/secretarial capacity. An equivalent combination of education and experience may be considered.
•Demonstrated knowledge of, or interest in First Nations on whose territories the CRD operates.
•Understanding of, or interest in learning about First Nations culture, traditions, and protocols.
•Thorough knowledge of business English, spelling, punctuation and arithmetic.
•Proficiency with financial tracking, invoicing, and reconciling expenditures.
•Ability to coordinate meeting and event arrangements, prepare agenda and supporting material; take, edit, transcribe and distribute minutes which involve interpretation of the collective sense of meetings, and the framing of motions often from general dialogue.
•Ability to prepare, process and check a variety of reports, documents and correspondence related to the position.
•Ability to work collaboratively and deal tactfully and effectively with a variety of internal and external contacts, and maintain confidentiality.
•Excellent communication (written and verbal), interpersonal skills are required.
•Proficiency with research and basic analysis.
•Advanced proficient and experience with word processing (MS Word), spreadsheets (MS Excel), presentation (MS PowerPoint), and electronic mail (MS Outlook) software.
•Strong working knowledge of document management systems such as SharePoint, Granicus, Infolinx, as well as web editing experience.
•Ability to work effectively with conflicting deadline pressures, work independently, use mature judgement and resolve problems as they arise.
•A high level of attention to detail, and ability to prioritize appropriately to meet division objectives and deadlines.
•Ability to operate various types of office equipment.
•Experience working with Indigenous peoples an asset.
•Must possess a valid BC Driver’s License.

To keep our employees, customers and the communities we serve safe, the CRD has introduced an employee mandatory vaccination policy intended to prevent the transmission of COVID-19. As such, the CRD requires proof of being fully vaccinated as a condition of employment.

Applications
To apply for this exciting opportunity, please submit your resume and covering letter online at www.crd.bc.ca under “Careers”.

To apply for this job please visit www.crd.bc.ca.