Administrative Secretary 3

Administrative Secretary 3 - Environmental Protection Business Unit: Parks Recreation and Environmental Services Pay Grade: CAN/05/02/J11 Rate of Pay: $34.66 - $36.85 per hour Hours of Work: Up to 70 hours bi-weekly Posting Date: November 7, 2025 This position provides administrative support to Environmental Protection division. Key Duties & Responsibilities - Provides administrative support to division program staff, including composing routine correspondence, creating templates, performing document merges and mail outs. - Proofreads and formats letters, memos and documents prepared by others for grammar, punctuation and adherence to the department formatting guidelines and style guide. - Proofreads, edits and formats large, technical reports, managing schedules and submissions to ensure accuracy, compliance, and timeliness. - Provides administrative support to various meetings and committees including arranging meetings, preparing agendas, recording and distributing minutes and action lists, maintaining files. - Provides contract oversight and administration including overseeing, directing and liaising with contractors. - Prepares and processes short-term permit applications and annual renewals, maintains permits database and records. - Coordinates Freedom of Information (FOI) requests received from the FOI office by distributing requests to staff, tracking response times, compiling submissions, and preparing consolidated responses for review. - Provides document control support by managing incoming and outgoing correspondence through Prolog project management software for the Residuals Treatment Facility. - Processes and tracks Training and Development requests and maintains the division’s records, including preparing cost estimates, making travel and accommodation arrangements, registering staff and making payment for conferences and training. - Maintains the division's SharePoint site and program subsites while working with the admin team and staff to develop and update pages and manages electronic records. - Provides general clerical support, including reception duties, arranging courier pickups and providing information and reports to the public, as required. - Prepares and processes purchase orders and invoices in SAP, supports contract/project procurement, and coordinates year-end financial reconciliation. - Provides backup for division administrative staff during absences and peak workload periods, as needed. - Follows all CRD policies, procedures and standards. - Performs other related duties, as required. Additional Information - None Key Skills & Abilities - Excellent communication (verbal and written), interpersonal and customer service skills are required. - Ability to take notes at meetings Proficiency and experience with MS Office Suite, SharePoint, and Adobe Acrobat. - Superior knowledge of business English, spelling, punctuation and the ability to proofread scientific and technical reports. - Knowledge of environmental issues and scientific terms would be an asset. - Ability to deal with constantly fluctuating levels of work. - Demonstrated ability to work effectively with deadline pressures, take initiative, work independently and perform all duties with minimal direction. - Ability to use tact, diplomacy and maintain confidentiality when dealing with sensitive issues/clients. - Ability to operate various types of office equipment. Qualifications - Certificate in a related discipline - A minimum of 5 years' directly related experience Certifications - None APPLICATIONS To apply for this exciting opportunity, please click "Apply now" to submit your resume and covering letter online. We welcome all qualified applicants to apply and may consider a combination of experience, education and/or training where possible. The Capital Regional District wishes to thank you for your interest and advises that only those candidates under active consideration will be contacted. We value the diversity of the people we hire and serve. In our commitment to bring differing perspectives to our workplace, and to deliver the best possible service to our customers, we encourage and welcome applications from all people with diverse backgrounds, abilities, and lived experiences. Accommodations will be provided upon request during the selection process. #J-18808-Ljbffr