EMPLOYMENT OPPORTUNITY
DEPARTMENT: ADMINISTRATION
JOB TITLE: Council Secretary

KʷU KʷLIW̓T L̓ 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
Hours of work: 37.5 hours per week
Start Date: ASAP
Deadline for applications: November 1, 2023
Please send resume, cover letter and references in any one of two ways:
Email: [email protected]
Mail or drop off: 12420 Westside Road, Vernon, BC V1H 2A4
If you have accessibility needs, please contact Hollie Lachuk @ 250-542-4328 ext. 1011
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

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
Compensation commensurate to education and experience

Preference will be given to qualified Aboriginal Applicants as per section 41 of the Human Rights Code.