Job Description

Branch Assistant-Executive and Financial Services

Term Full-time, 35 hours per week, up to 12 months

We are accepting applications for a full-time Branch Assistant-Executive and Financial Services to join our team beginning in April 2023 for a period of up to 12 months (or until the return of the incumbent). The Branch Assistant provides administrative assistance and support to the Deputy Chief Administrative Officer (CAO) 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 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 external website;
• Assisting the Deputy CAO 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).

This is a CUPE Local 556 position with a current wage rate of $32.76 per hour (interim rating). To review the complete job description and to apply go to www.comoxvalleyrd.ca/jobs.

Applications for available positions with the CVRD must be received prior to the indicated closing date and time. We appreciate all applications; however, only short-listed candidates will be contacted. If your application is shortlisted, you will be contacted in a timely manner to arrange an interview. Virtual or in- person interviews are available.

The CVRD respectfully acknowledges the land on which it operates is on the unceded traditional territory of the K\xe2\x80\x99\xc3\xb3moks First Nation, the traditional keepers of this land.

The CVRD is committed to providing a safe, respectful and inclusive work environment. We celebrate diversity and welcome applications from all qualified candidates.
Education : Other trades certificate or diploma
Experience : 2 years to less than 3 years