Administrative Secretary

Job title: Administrative Secretary

Company:

Job description: 4:00pm on April 29, 2021 however, this position will remain open until filled

Summary
The Administrative Secretary provides administrative support to the Sooke & Electoral Area Parks and Recreation Commission (SEAPARC), SEAPARC Manager, and other senior staff at SEAPARC Leisure Complex to ensure the smooth coordination of workflow and communication between various individuals and group stakeholders, including: internal staff, public organizations and their representatives and Commission members. The incumbent must have the ability to work flexible hours, including weekends and evenings.

The anticipated length of this term assignment is approximately 6 months.

This position requires an acceptable criminal record check. The applicant/incumbent will be required to undergo a criminal record check in order to work in this position and to report to their supervisor if any criminal charges are laid against them that may be related to their employment in this position

Duties & Responsibilities

• Provides administrative services to the Commission and SEAPARC Manager, including drafting correspondence, coordinating office correspondence, file management and scheduling meetings and appointments.
• Attends and transcribes minutes and prepares task lists at Commission, Committee and staff meetings.
• Prepares and types correspondence, reports, bylaws, minutes, and confidential documents.
• Prepares and distributes meeting agendas and associated materials.
• Advises the Commission Chair on procedural matters as required.
• Maintains up-to-date SEAPARC policy manual, procedures manual, orientation manual and the emergency procedures manual.
• Maintains files and reports related to WorkSafe BC issues.
• Responsible for the main office and electronic filing system.
• Assists senior staff with reports, correspondence and presentation materials.
• Assists with providing guidance and detailed information, data and statistical reports utilizing CLASS software and database.
• Assists with providing information as well as data input and administration of Maintenance Management System (MMS).
• Provides guidance to staff and supervisors on timesheet and leave reporting, routine accounting processes and procedures in the financial system.
• Advises supervisory staff of upcoming employment renewals, staff increments, and evaluations.
• Maintains department’s personnel files.
• Maintains petty cash funds and records.
• Orders office supplies and maintains office supply inventory.
• Assists in maintaining SEAPARC’s portion of the website.
• Acts as back-up Receptionist as required.
• Follows all policies, procedures and standards of the CRD
• Performs other related duties as required.

Qualifications

• Diploma in secretarial or business/office administration and two years’ experience in an office environment and working with a public body or in an institution regulated by a public body.
• Excellent communication (verbal and written), interpersonal and customer service skills are required.
• Proficiency and experience with word processing (MS Word), spreadsheets (MS Excel) and presentation (MS PowerPoint) software.
• Ability to work in a large computerized system environment including use of electronic time entry, and the production of computerized reports as required.
• Knowledge of database systems (CLASS software) and demonstrated ability to process and compile statistical reports.
• Typing speed of not less than 60 wpm.
• Shorthand/speed writing of 80 wpm or the demonstrated ability to transcribe complex meeting minutes with speed and accuracy.
• Knowledgeable with Roberts Rules of Order.
• Ability to compose correspondence of moderate complexity and proofread documents.
• Excellent knowledge of business English, spelling, punctuation and grammar.
• Ability to work effectively with deadline pressures, work independently, and use own initiative.

Applications
To apply for this exciting opportunity, please submit your resume and covering letter online at under “ ”.

The CRD thanks you for your interest and advises only those candidates under active consideration will be contacted.

Expected salary:

Location: Victoria, BC

Job date: Fri, 16 Apr 2021 22:39:24 GMT