Administrative Secretary 3 - Environmental Protection

Req ID: 1641
Business Unit: Parks Recreation and Environmental Services
Division: Environmental Protection
Regular/ Auxiliary: Regular
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
Closing Date: Open until filled, review of submissions will occur as received

Summary
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.

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

APPLICATIONS
To apply for this exciting opportunity, visit Administrative Secretary 3 | Capital Regional Districtplease 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.

Education : College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years

Experience : 5 years or more