Administration Jobs in Comox, BC

We are accepting applications from CVRD CUPE Local 556 members only for a full-time Branch Assistant to join our Corporate Services team. The Branch Assistant provides administrative assistance and support to the Corporate Services Branch, which includes legislative services, communications, information systems and administration services. Reporting to the General Manager of Corporate Services, the primary responsibilities of this role include:

• Providing administrative support to all managers and staff within the branch in performing weekly, monthly and annual functions;
• Arranging committee and board meetings, conducting background research, preparing meeting agendas, taking minutes and following up on action items;
• Providing administrative support for public engagement events and campaigns;
• Updating and consolidating corporate policies and bylaw amendments; preparing new policies and bylaws in established format and assisting in maintaining relevant policy and bylaw databases;
• Undertaking word processing assignments such as correspondence, reports, briefing notes and contracts, including spreadsheets, charts and graphs and ensuring alignment with corporate identity guide;
• Scheduling appointments, meetings and travel and receiving and distributing mail;
• Responding to enquiries of a general nature over the phone or in person and preparing correspondence in response to routine written enquiries;
• Composing correspondence and drafting staff reports as directed;
• Researching, preparing and processing forms, reports, notices, media releases, correspondence, advertisements and other documents and materials relating to branch programs and processes;
• 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 backup administrative support for other branches.

Our ideal candidate is:

• A strong communicator with a warm, welcoming and tactful approach;
• Knowledgeable in the practices and processes involved in local government office administration and the Corporate Services branch;
• Experienced in providing administrative support with over two, up to three years of directly related experience;
• Educated in office administration, including an office administration course of up to six months duration at the post-secondary level following high school graduation (additional education in local government is preferred);
• Comfortable using office equipment and coordinating administrative details;
• Able to relate effectively with internal and external contacts;
• Comfortable responding to complaints, solving problems and resolving conflict when required;
• Detail oriented with strong research and written communication skills, including the ability to utilize proper grammar, punctuation and spelling;
• Organized and efficient with the ability to prioritize work and meet deadlines;
• An advanced user of Microsoft Office Suite with strong skills in SharePoint;
• Comfortable using agenda and meeting management software (eg. MARS) and retrieving information from financial software applications (eg. LandUse, iCity) and web-based applications for file and document sharing.