Job Description

Okanagan Indian Band

Council Secretary

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NQMAPLQS | WE LIVE AT HEAD OF THE LAKE



Located within the unceded territory of the syilx people, the Okanagan Indian Band is comprised of six reserves located in the North Okanagan.

Come join the OKIB Team and enjoy all that the beautiful Okanagan Valley has to offer, including a great climate, stunning scenery, world-class ski resorts, golf courses, wineries and beaches.

The OKIB offers a welcoming team environment and a rewarding job experience. You can expect a supportive work environment and a total compensation package which includes:

3 Weeks' Vacation Pay

Extended Health and Dental Benefits

Employer Matched Pension Plan

15 Statutory Holidays

Paid Winter Holiday Break

Cultural Leave

Retention Bonuses after years of service

15 Paid Sick Days

Paid Personal Leave

Employee Assistance Program

Professional Development Opportunities

Hours of work

: 37.5 hours per week

Start Date:

ASAP

Deadline for applications

: July 15, 2025

JOB SUMMARY

The Council Secretary is responsible for providing full administrative services to the Chief and Council. The Council Secretary assists with scheduling and recording the minutes of the Chief and Council meetings, planning and preparation of meetings and conferences, creating agendas and kits, and distribution of meeting minutes for Council Meetings, General Band Meetings, Commission and Committee meetings, and other meetings as required. The Council Secretary ensures that Chief and Council is provided with all related documentation required in their meetings. This position will require a highly organized individual with the ability to manage many tasks and track multiple files.

This position may require you to work outside of regular working hours to accommodate emergency Council meetings.

REPORTING STRUCTURE

Reports to the Deputy Administration Officer

JOB DUTIES AND RESPONSIBILITIES

Provide office support services in order to ensure efficiency and effectiveness of Chief and Council Receive and direct telephone and fax messages Maintain general filing system including filing all correspondence Technical Administrator of board meeting software (iCompass) Assist in the planning, communication and preparation of meetings; including the meeting agendas and kits, facility rental bookings, and conference telephone calls Assists in taking minutes and recording of meetings; drafting and distribution of minutes Assist in the planning, communication and preparation of community meetings; inclusive of agendas and kits, facility rental bookings and meals, coordinating guest speakers Assists in preparing facilities for community meetings; coordinate assistance to set up tables and chairs Research relevant information for Briefing Notes to assist Chief and Council to make informed decisions Administrative support for Chief and Council objectives, as required Responding to public inquiries All persons employed by the Okanagan Indian Band may be required to assist the Band in providing emergency services. Duties assigned during an emergency may differ from regular duties Participates in community events as requested Liaise with Okanagan Indian Band Directors and Managers in preparation of Council meeting agenda

ADMINISTRATIVE DUTIES

Prioritizing and finalizing Chief and Council calendars (internal & external appointments/events/meetings) Ensure all relevant/supporting documentation is attached to briefing notes Provides information and communication for the OKIB website to the Communications and Grants Coordinator Attends staff meetings when required Performs all duties and responsibilities in accordance with the OKIB policies and procedures Perform other duties as required

WHO ARE WE LOOKING FOR

You have education, experience, or an equivalent combination may be considered. You are community-minded, detail-oriented, have a willingness to contribute to a team and an excellent communicator.

Education

Legal Secretary Certificate, Diploma in Business Administration, Communications or Business Administration preferred An equivalent combination of education and experience may be considered Valid BC Driver's licence, Class 5 and reliable vehicle

Experience

2+ years working in governance Progressive experience in an office environment managing confidential information Extensive experience providing senior level administrative support Data management Advanced knowledge of the Microsoft Office Suite Advanced experience drafting and preparing agendas and taking meeting minutes Experience using iCompass Meeting and Agenda Management Software preferred Experience coordinating and planning travel arrangements; travel advances and expense claim forms Meeting and Event planning Experience working with First Nations communities

Competencies (KSAs & Desired Attributes)

Understanding of the Indian Act legislation Knowledge of AANDC legislation and policies Demonstrated planning and organizational skills Strong ability to manage several priorities at once Excellent memory and strong ability to recall information Effective verbal and written communication Ability to work with frequent interruptions and with changing priorities Ability to work collaboratively in a team environment Ability to exercise sound judgement and diplomacy Self-motivated and engaged Exceptional interpersonal skills Ability to engage with varied personalities and adapt approach accordingly (approachable, adaptable, confident, engaging, credible) Ability to maintain confidentiality Proven communications skills utilizing the Intranet, Internet, and social media including Facebook and Twitter

CLASSIFICATION/PAY SCALE

$35.00 - $45.00 per hour dependant on education and experience

Please send resume, cover letter and references in any one of two ways:

Email:

recruiting@okanagan.org

Mail or drop off:

12420 Westside Road, Vernon, BC V1H 2A4

If you have accessibility needs, please contact Hollie Lachuk @ 250-542-4328 ext. 1011

The successful applicant will be required to provide a Criminal Record Check that includes the vulnerable sector and three references

Preference will be given to qualified Aboriginal Applicants as per section 41 of the Human Rights Code

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Education : Other trades certificate or diploma


Experience : 2 years to less than 3 years