Position Summary

Job Type: Full-time, permanent

Hours of Work: 8:30am – 4:30pm, Monday to Friday

Reporting to: Government Secretary

Department: Administration

The Legislative Coordinator provides clerical, legislative, and administrative support to the Government Secretary, Executive Council, and Chief Administrative Officer.

Key Responsibilities

Performs all duties and responsibilities in accordance with Tla'amin laws, regulations, policies, practices and procedures as directed by the Government Secretary. Maintains confidentiality as required pertaining to citizens, clients, employees and general matters of the Nation.

• Assists the Government Secretary to schedule and organize all relevant materials for Executive Council (EC) and Legislative Assembly (LA) meetings, including drafting agendas, preparing supporting materials, and preparing EC & LA Resolutions and Orders.
• In the absence of the Government Secretary, or as otherwise directed, attends EC & LA meetings and records minutes of the meeting, prepares minutes for approval and for publication in the Nehmotl.
• Coordinates Special Executive Council meetings in accordance with Council's individual schedules.
• Provides meeting support to leadership including, calendar management, boardroom bookings, boardroom set-up/clean-up, virtual meeting set-up, refreshments and meal coordination.
• Assists in the preparation and organization of the TN General Assembly meetings including notice of meetings and other preparations for the meeting.
• Supports the Government Secretary to undertake tasks associated with Tla'amin Nation elections and referendums.
• Assists with reviewing, researching and preparing reports, notices, correspondence and documents as directed.
• Assists in drafting, revising, and consolidating regulations and policies.
• Supports the Government Secretary in managing and processing regulations, policies and other Nation documents.
• Supports the Government Secretary and Chief Administrative Officer in with fulfilling duties and tasks as set out in the Freedom of Information & Protection of Privacy Law.

• Receives, reviews and evaluates incoming mail and parcels addressed to leadership. Distributes to appropriate leadership and staff members. Records and manages responses in the Communications Register.
• Processes registrations, books accommodation, makes travel arrangements and processes expense claims for the Executive Council.

• Assists in event planning for public events hosted by Tla'amin Nation.
• Performs standard office functions for the elected officials such as printing, faxing, photocopying, fielding calls and emails. External errands for leadership as required, including deliveries and obtaining signatures.

• Maintains a high degree of discretion, tact and confidentiality.

• Ensures professional maintenance, security and confidentiality of files and documents.

• Other related duties as required.

Qualifications

Training, Education, Experience

• Post Secondary Certificate or Diploma in Public Administration, Business Administration, Legal Secretary, or another related field.
• Minimum of 3 years of experience providing executive level administrative support.
• Candidates with an equivalent combination of education and experience will be considered.
• Class 5 Driver's License and acceptable Driver's Abstract
• Acceptable Police Information Check.
  

Knowledge, Skills, and Abilities

• Strong knowledge of administrative best practices including records management.
• High degree of skill in the composition, transcription and editing of meeting minutes.
• Knowledge of Roberts Rules of Order.
• Knowledge of federal privacy legislation.
• Ability to understand and describe complex governance and business issues.
• Ability to establish and maintain courteous and diplomatic relationships with elected officials, colleagues, external organizations, and the public.
• Familiarity with legislation, and parliamentary procedures.
• Knowledge of the Tla'amin Treaty, constitution, laws, regulations and policies is an asset.
• Ability to build and maintain strong relationships with community members and service providers.
• Ability to exercise and model a high degree of professionalism and confidentiality.
• Exceptional attention to detail with superior time management skills, multitasking skills, and ability to prioritize tasks with minimal supervision while meeting deadlines.
• Strong verbal and written communication skills with the ability to communicate effectively with staff and community members.
• Advanced level computer skills including Microsoft Office.
• Strong cultural sensitivity with a deep respect for Tla'amin Nation culture, traditions and protocols.
  

Working Conditions

Work is performed primarily in an office environment. Occasional travel to attend meetings or training is required. Occasional evening and weekend work may be required.

How to Apply

Please upload your resume and cover letter to: https://tlaaminfirst.bamboohr.com/careers/182

OR

Drop-off/mail Attention: Human Resources Department, Tla'amin Nation, 4779 Klahanie Road, qathet, BC, V8A 0C4

Closing Date: Open until filled

We thank all applicants for their interest, however only those shortlisted will be contacted.