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Planning Team Assistant

2 weeks ago

Victoria, Canada Islands Trust Full time

**Planning Team Assistant**:
**JOB PROFILE**
Position #88093(SSI), 36571(GAB), 36560(VIC)

**TITLE**: PLANNING TEAM ASSISTANT
**CLASSIFICATION**: CLERK GRID R9
**MINISTRY**: ISLANDS TRUST,
MINISTRY OF MUNICIPAL AFFAIRS
**WORK **UNIT**: PLANNING SERVICES
**SUPERVISOR TITLE**: REGIONAL PLANNING MANAGER
**SUPERVISOR **POSITION **#**: 36550(SSI)
36532 (GAB)
36529 (VIC)

**PROGRAM**
Located in Coast Salish territory, the** **Islands Trust **i**s a special purpose government responsible for protecting the unique amenities and environment of 13 major gulf islands and more than 450 smaller islands and surrounding waters in the southern Strait of Georgia and Howe Sound. Created by the Province via the _Islands Trust Act, _Islands Trust plans and regulates local land use, cooperates with other levels of government and First Nations on key environmental issues impacting the area, and protects land through the Islands Trust Conservancy.

**JOB OVERVIEW**
The focus of this position is to provide administrative support to the business of the Local Trust Committees and the regional office planning team. This is not a planning officer position.

Under the direction of the Regional Planning Manager (RPM) the Planning Team Assistant undertakes the responsibilities of supporting the planning staff to carry out the day-to-day business of one or more local trust committees.

Working within a highly complex political environment, the position provides support to the planning team and the organization by ensuring the following tasks are completed in accordance with legislated requirements and organizational policies and procedures:

- Organizing, coordinating and supporting regular and special meetings for Local Trust
- Committees (including electronic meetings);
- Coordinating minute-taking for Local Trust Committee Meetings, Public Hearings and Community Information Meetings;
- Coordinating and providing support for Advisory Planning Commissions (APC), Boards of Variance and other bodies;
- Handling incoming correspondence;
- Web-posting;
- Providing back up to the Legislative Clerk as needed; and
- Assisting with agenda preparation as directed by the Regional Planning Manager.

**ACCOUNTABILITIES**
**Meeting Coordination responsibilities**:

- Ensuring all aspects of the coordination for meetings (including regular and special, electronic and other, LTC meetings) are organized in a timely manner; and
- Coordinating meetings and appointments as required for the Planning team.

**Agenda Preparation responsibilities**:

- Assisting with agenda preparation as directed by the Regional Planning Manager.

**Administration of Minute Takers and of Minutes of Meetings responsibilities**:

- Participating in recruitment, training and orientation of minute taking staff;
- Administering minute preparation by reviewing draft minutes from minute takers,
- Proofreading, formatting, copying, tracking and circulating of minutes from a variety of sources and meetings, in compliance with established policies and applicable legislation;
- Providing feedback/instruction and direction to minute takers;
- Attending meetings to take minutes as required;
- Providing assistance to Legislative Clerk as directed by the Regional Planning Manager, to prepare and/or process Resolutions-Without-Meeting; and
- Publishing adopted minutes.

**Application Processing Support responsibilities**:

- Compiling background materials (ie. mapping, title, covenants, related correspondence, etc.);

**Document Records responsibilities**:
**Enquiries responsibilities**:
**Planning Support Responsibilities**:

- Providing support to local planning staff by creating a variety of documents;
- Proofreading and editing; and
- Conducting file searches.

**Commissions and Boards responsibilities**:

- Organizing meetings, statutory notices, agenda packages, maintaining membership tracking databases, processing of agenda correspondence and dissemination of information packages for Advisory Planning Commissions (APC)/Boards of Variance (BOV).

**Teamwork responsibilities**:

- Attending and participating in staff meetings as directed or supported by the Regional Planning Manager.

**Additional Support responsibilities**:

- Under the direction of the Regional Planning Manager, providing backup and assisting other administrative support functions; and
- Providing backup reception coverage as required.
- Must possess and demonstrate excellent oral and written communications skills.

**Web-posting responsibilities**:

- Responsible for posting and updating relevant webpages on the Islands Trust Website as directed by the Regional Planning Manager.

**SELECTION CRITERIA**
**Requirements**:

- Grade 12 or equivalent education, and successful completion of a recognized, relevant, business, college or a post-secondary school certificate.
- Experience with Zoom

**Preference may be given for the following**:

- A minimum of 3 years of relevant administrative office support experience.
- Exp