Assistant Council Secretary

Job title:

Assistant Council Secretary

Company

Sprott Shaw College

Job description

KʷU KʷLIW̓T L̓NQMAPLQS | WE LIVE AT HEAD OF THE LAKELocated 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.JOB SUMMARYThe primary responsibility of the Assistant Council Secretary will be to provide administrative assistance to the Council Secretary. They are also responsible for booking travel and the preparation of travel advance payment vouchers and expense claim forms. The Assistant Council Secretary handles facility rental bookings, table and chair setup and ordering catered meals. Planning, communication and preparation of meetings and conferences, providing support for the creation of agendas and kits, coordinating guest speakers and conference telephone calls. The Assistant Council Secretary is highly organized and has the ability to manage and track multiple files.This position may require you to work outside of regular working hours to accommodate emergency Council meetings.SUPPORTS NEEDED

• Provide administrative support to the Council Secretary
• Prepare, edit, and administer correspondence, communications, presentations, and other documents as necessary while ensuring strict confidentiality. This includes:

o Capturing and distributing accurate Committee/ Council meeting minutes and agendas,
o Relevant background information and materials are provided proactively for meetings,
o Transcribe meeting minutes and recording of meetings, when needed
o IT set up/ service requirements for meetings * Coordinating schedules, follow-up meetings, travel booking, and any related administrative tasks

• Prepare travel vouchers and expense claim forms
• Assist in the planning, communication and preparation of meetings and conferences, providing support for the creation of agendas and kits
• Facility rental bookings, setup of tables and chairs, catered meals, coordinating guest speakers and conference telephone calls
• Maintain general filing system including filing all correspondence
• Technical Administrator of Board meeting software (iCompass)
• Research relevant information for Briefing Notes to assist Chief and Council to make informed decisions
• Electronic scanning of historical meeting minutes
• Provide administrative support in Council Retreat/ Event planning
• Maintain and administer Council training/ events calendar
• 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
• Performs all duties and responsibilities in accordance with the OKIB policies and procedures
• Perform other duties as required

WHO ARE WE LOOKING FORYou have education, experience, or carry a willingness to learn. You are community-minded, detail-oriented, and an excellent communicator.Education

• Diploma in Business Administration, Communications, Business Administration preferred
• An equivalent combination of education and experience may be considered
• Criminal Record Check that includes the vulnerable sector
• Valid BC Driver’s license, Class 5 and reliable vehicle

Experience

• Transcription of meeting minutes and preparing meeting agendas
• Booking travel
• Office administrative support
• Data management
• Advanced knowledge of the Microsoft Office Suite
• iCompass Board Meeting software
• Experience working with confidential information
• Meeting and Event planning
• Experience working with First Nations communities

CLASSIFICATION/PAY SCALE
$23.00 – $29.00 per hour dependent upon education and experienceThe 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
• Discounted Silver Star lift passes
• 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: Open until filledPlease send resume, cover letter and references in any one of two ways:
Email: [email protected]
Mail or drop off: 12420 Westside Road, Vernon, BC V1H 2A4If you have accessibility needs, please contact Hollie Lachuk @ 250-542-4328 ext. 1011The 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.

Expected salary

Location

Vernon, BC

Job date

Sun, 04 Aug 2024 01:55:55 GMT

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