Office Administrator/Board Assistance

Office Administrator/Board Assistance  

Reports to
Operations Manager

Employment Type
Permanent Part-Time 21 hours per week

Role Overview
The Office Administrator is responsible for delivering efficient, accurate, and compliant administrative operations for the Kaleden Irrigation District (KID). This role supports both day-to-day activities and long-term planning, ensuring strong record management, and excellent service to customers and stakeholders.

This position serves as the primary advisor to the Board of Trustees on corporate governance, legal compliance, and ethical standards. This dual-purpose role acts as the official custodian of board records while actively managing policy development, and regulatory adherence across the organization.

Working closely with the Operations Manager, this position plays a key role in keeping the organization running smoothly, maintaining regulatory compliance, and supporting effective communication across all levels.

Key Responsibilities
Operations & Administration

• Manage daily administrative operations and maintain organized, up-to-date records and documentation.
• Serve as a central point of communication for internal and external stakeholders.
• Provide responsive, professional customer service to ratepayers and the public.
• Support the Operations Manager in identifying and addressing operational issues in a timely manner.
• Coordinate communication with municipal, regional, and provincial agencies, as well as partner organizations.

Systems & Records Management

• Maintain and update databases, and digital records (with regular backups).
• Administer and update the KID website with relevant information.
• Manage cemetery records, plot reservations, and related documentation.

Board Administration

• Coordinate agendas, compile board books, and distribute meeting materials securely.
• Attend all board and committee meetings to record, draft, and maintain accurate, legally binding minutes.
• Design and deliver orientation programs for new trustees, including governance training.
• Maintain and interpret organizational bylaws, ensuring all board actions align with governing documents.

Governance and Compliance

• Monitor and ensure total compliance with federal, provincial, and local bylaws.
• Oversee the timely submission of annual corporate returns, regulatory reports, and statutory filings.
• Work with the Ministry of Municipal Affairs & Housing to keep up to date on all Improvement District legislation, programs, and keep the Ministry advised of important matters relating to KID.

Additional Responsibilities

• Assist in emergency response situations as needed.
• Obtain legal or professional advice when required and report findings.
• Contribute to long-term planning and organizational improvements.

Qualifications
Skills & Experience

• Certificate or Bachelor’s degree in Business Administration, Law, Public Administration, or a related field.
• 2+ years of experience in corporate governance, legal compliance, or as a corporate/board secretary.
• Proficiency with office software and systems (e.g., Microsoft Office, accounting software, databases)
• Excellent written and verbal communication skills.
• Ability to respond effectively in emergency situations.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines
• Ability to work independently and collaboratively within a team.

Desirable Qualifications

• Knowledge of Improvement District functions, including: the Local Government Act; Municipal, Provincial, and Federal statutes; and the Drinking Water Protection Regulation and the Freedom of Protection and Privacy Act.
• Basic knowledge of the operation of a water utility.

Working Conditions

• Part-time, permanent position (approximately 21 hours per week).
• Occasional after-hours or weekend work may be required for emergencies.
• Interaction with the public may include handling sensitive or challenging situations with professionalism.

To apply, please contact  View email address on civicjobs.ca