Administrative Assistant - Legislative Services

The Municipality of North Cowichan (population 31990) 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 Columbias 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. Drivers Licence; a satisfactory current drivers 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.