Council Secretary

Job Responsibility:

Council Secretary

DEPARTMENT: ADMINISTRATION K?U K ?LIW ?T L ? 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:

• Competitive Wages
• 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

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 is also to be expected to be “on-call” outside of regular working hours to address emergencies that are pertinent to Chief and Council. 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

EDUCATION AND 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

DIRECT REPORTS Assistant Council Secretary CLASSIFICATION/PAY SCALE $30.00 - $35.00 per hour dependant on education and experience Hours of work: 37.5 hours per week Start Date: ASAP Deadline for applications: Open until filled Please send resume, cover letter and references in any one of two ways: Email: View email address on ca.edajobs.com Mail or drop off: 12420 Westside Road, Vernon, BC V1H 2A4 If you have accessibility needs, please contact Hollie Lachuk @ View phone number on ca.edajobs.com The successful applicant will be required to provide a Criminal Record Check that includes the vulnerable sector and three references Ensuring the future through cultural, social and economic development Education : Other trades certificate or diploma Experience : 2 years to less than 3 years