Comox Valley Regional District Jobs Courtenay| Branch Assistant-Executive and Financial Services Vacancies In Comox Valley Regional District Careers @ Courtenay, Canada ,Top Canada Jobs

Office of the Deputy CAO

CUPE Local 556

1

$32.12 per hour (interim rating)

35

Regular Full-Time

Internal Posting – Current CVRD CUPE 556 Employees only

October 3, 2022

October 18, 2022 – 3:00pm

We are currently accepting applications from CVRD CUPE Local 556 members only for a full-time Branch Assistant-Executive and Financial Services to join our team. The Branch Assistant provides administrative assistance and support to the Deputy Chief Administrative Officer (DCAO) and the Chief Financial Officer (CFO) and their respective branches, which includes communications, human resources, financial planning and operations and procurement. Reporting to the Deputy CAO, the primary responsibilities of this role include:

• Providing administrative support to all managers and staff within both branches;
• Requesting agenda items, preparing agendas, taking meeting minutes and arranging meeting logistics;
• Scheduling, providing links, hosting and technical support for online meetings/webinars;
• Drafting correspondence such as reports, briefing notes and contracts, including spreadsheets, charts and graphs;
• Responding to enquiries of a general nature over the phone or in person, and referring more complex or unusual enquiries to appropriate staff for response;
• Acting as the SharePoint administrator for non-confidential sites for both branches;
• Researching, preparing and processing forms, reports, notices, media releases, correspondence, advertisements and other documents and materials relating to branch programs and processes;
• Performing various administrative duties related to the processing and maintenance of requests for proposal, contracts and agreements and freedom of information (FOI) requests;
• Maintaining management reports and project tracking systems, and supporting staff to ensure deadlines are met;
• Maintaining various files, databases and spreadsheets, updating relevant resource materials for the branch, and archiving files on a pre-scheduled basis;
• Providing information to a wide variety of internal and external contacts and relating appropriately with community leaders including elected officials, external officials and representatives of outside organizations;
• Updating and publishing content as needed to both the intranet and CVRD external website;
• Assisting the DCAO and CFO in maintaining the business continuity plans for each branch;
• Providing administrative support for an Emergency Operation Centre as needed;
• Providing back-up administrative support to the Executive Assistant to the Chief Administrative Officer and other branches as needed.

Our ideal candidate is:

• A strong communicator with a collaborative approach, including the ability to relate effectively with internal and external contacts;
• Accurate and efficient with strong research and writing skills;
• Courteous and tactful, with strong customer service skills and the ability to effectively respond to complaints when required;
• Experienced in providing administrative support to a department with over one, up to two years of directly related experience, preferably in local government;
• Educated in office administration, including an office administration course of six months to one year in duration at the post-secondary level following high school graduation (an equivalent combination of education and experience may be considered);
• Knowledgeable in the practices and processes involved in local government office administration (additional education in local government is preferred);
• An advanced user of Microsoft Office Suite, with emphasis on presentations and word processing;
• Comfortable using Adobe Acrobat, Explorer, SharePoint applications for information retrieval and document sharing;
• Able to retrieve information using land use and financial software applications (ie. iCity).

Applications for available positions with the CVRD must be received prior to the indicated closing date and time and shall include a resume and cover letter. We appreciate all applications; however, only short-listed candidates will be contacted.

The Comox Valley Regional District is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all individuals.

The CVRD respectfully acknowledges the land on which it operates is on the unceded traditional territory of the K’ómoks First Nation, the traditional keepers of this land.