The DISTRICT OF CENTRAL SAANICH is seeking an experienced
Administrative Coordinator
Part-Time (.60 FTE)
Corporate Services Department
Competition Number 2026-13
The District of Central Saanich, located on the Saanich Peninsula of Southern Vancouver Island enjoys the reputation of being among the best locations in Canada to work, live and play. Central Saanich is bounded on both the east and west by ocean and is known for its scenic rolling countryside and bounty of farms. This community of over 18,000 residents has a vibrant, small village character and includes the Tsawout and Tsartlip First Nations; and it is central to all amenities of the Greater Victoria area.
When you help run a dynamic community, no two days ever feel the same. As part of a growing but tight-knit team, you will have the ability to bring your ideas to the table and influence the organization and the community. Our team is highly collaborative, loves to laugh, is customer service focused, and is dedicated to the fantastic community we serve.
If this sounds like an environment you’d like to be a part of, consider joining us!
JOB OVERVIEW
Reporting to the Director Corporate Services, the Corporate Services Administrative Assistant provides administrative and confidential support to Corporate Services Department, Mayor
and Council. This role is responsible for coordinating meetings, tracking correspondence, preparing official correspondence and reports, managing records, and supporting legislative and public
engagement processes. The position requires discretion, strong organizational skills, and the ability to oversee multiple priorities in a busy municipal environment. Additionally, this position provides
backup for the Deputy Corporate Officer function.
The ideal candidate will possess a certificate in local government, public Certificate in Local Government, public administration or a related subject and three (3) years of related local
government administrative experience with sound knowledge of the Local Government Act, Community Charter and other related acts. An equivalent combination of education and
experience may be considered.
Please see the job description below for further information on the duties and requirements of the role.
At the District of Central Saanich, we value diversity and are committed to an inclusive, accessible work environment where collaboration and mutual respect bring out the best in all of us. Please reach out to us if you need an accessibility requirement for any part of the hiring process.
The District’s COVID-19 Vaccination Policy is currently suspended; however, should circumstances change, you may be required to provide proof of vaccination against COVID-19 to be eligible to continue performing your duties.
The hourly pay rate for this part time (.60 FTE), Monday to Friday position is $37.55-40.61 (2026 rates). Interested candidates are invited to apply via the form below or by submitting their resume and covering letter, quoting the competition number to resume@csaanich.ca by 4:00 pm on April 29, 2026. As this role is part-time, it is not eligible to participate in the District's Flexible Work Arrangements Policy that is mentioned in the job description below.
We appreciate your application and interest in working with us; however, due to the volume of applications we receive we are unable to respond to each application and only those candidates under active consideration will be contacted.
Job Description
Administrative Coordinator
Corporate Services Department
(Classification Band 4)
General Accountability:
Reporting to the Director Corporate Services, the Corporate Services Administrative Assistant provides administrative and confidential support to Corporate Services Department, Mayor and Council. This role is responsible for coordinating meetings, tracking correspondence, preparing official correspondence and reports, managing records, and supporting legislative and public engagement processes. The position requires discretion, strong organizational skills, and the ability to oversee multiple priorities in a busy municipal environment.
This position provides backup for the Deputy Corporate Officer function.
Nature and Scope of Work:
• Delivers general office and administrative support to the Corporate Services Department and Mayor including scheduling meetings, preparing letters, memos and staff reports which may contain sensitive or confidential information;
• Provides backup for the Deputy Corporate Officer function, including agenda preparation, attending Council meetings and preparing minutes;
• Evaluates and addresses correspondence addressed to the District and Council and inquiries and determines when to escalate correspondence to appropriate subject matter expert for information or response;
• Tracks and follows up with Departments on correspondence received to ensure timely response and uploads correspondence to Council portal and/or agendas;
• Prepares and distributes meeting agendas, minutes, and coordinates scheduling for internal and external meetings and committees;
• Coordinates and schedules meetings, events and travel for the Mayor and members of Council;
• Engages with First Nations to organize, plan, and attending meetings and joint events;
• Prepares routine correspondence for the Director, Mayor, Council and others;
• Prepares, edits, formats, proofreads reports, presentations and other documents;
• Maintains the Corporate Records Management system for the Department and provides support and training to Department staff and ensuring files are created and maintained as per District policy and procedures;
• Assists with the processing and tracking of Freedom of Information and Protection of Privacy Act requests, including assisting with correspondence related to applications;
• Tracks and supports the Municipal Insurance Authority (MIA) claims process ensuring required information is submitted on time and follows up with Departments and MIA as needed to gather information and provide information on the process;
• Facilitates the effective functioning of the District Administration Working Group by coordinating meetings, developing agendas, tracking and following up on action items and conducting research to support informed decision making that supports the admin functions of the organization;
• Assists in organizing the annual committee recruitment process, and maintains accurate appointment and contact information for all Committee members;
• Assists with posting and advertising legislative and statutory requirements, and other related legal and public notices as required;
• Provides support for organizational and public engagement events;
• Maintains monthly council/committee meeting schedules and communicates updates to Council members;
• Orders and maintains stock of general office supplies;
• Assist with general local elections and other elector assent planning and processes;
• Follows all corporate policies and processes;
• Participates in emergency duties in the event of an emergency or disaster; and,
• Performs other related duties as required.
Knowledge, Skills and Abilities
• Excellent customer service skills with the ability to develop and maintain effective working relationships and demonstrate political acumen and discretion.
• Comprehensive knowledge of administrative and legislative processes and procedures in a municipality.
• Strong knowledge of administrative software and office technology such as Microsoft Office and SharePoint, and meeting management software such as eScribe.
• Ability to maintain confidentiality of personal and sensitive information, seen, heard and maintain the confidentiality of access to documents.
• Ability to respond professionally to a wide variety of requests for information and services on the telephone, in email and in person.
• Ability to record and transcribe formal minutes.
• Strong skills in drafting correspondence for a wide variety of audiences.
• Ability to maintain attention to detail when multitasking in an environment with frequent interruptions.
• Knowledge of records management principles and practices and familiarity with Records Classification and Retention Schedules.
• Knowledge of municipal related legislation and practices including Local Government Act, Community Charter, Freedom of Information and Protection of Privacy Act.
• Knowledge of office practices, procedures, and business English writing and grammar.
• Ability to follow policies and bylaws that guide work processes.
• Ability to effectively deal with inquiries, complaints and service requests with promptness, tact, diplomacy, confidentiality and accuracy.
• Ability to work independently and take initiative to achieve work deliverables, set priorities, meet deadlines and work under pressure.
• Ability to work positively toward advancing First Nations relations and awareness of federal, provincial and municipal initiatives advancing Truth and Reconciliation
• Ability to promote and contribute to a positive, diverse and inclusive team environment.
• Ability to attend evening, weekend meetings or public engagement events as required.
Requirements- Education and Experience
• Certificate in Local Government, public administration or a related subject and three (3) years of related local government administrative experience with sound knowledge of the Local Government Act, Community Charter and other related acts. An equivalent combination of education and experience may be considered
• Elections and Freedom of Information and Protection of Privacy courses and/or experience considered an asset
Other:
• This role is required to work outside of regular work hours, as operationally needed, to attend and support Council meetings and public engagement events. Hours of work may be between 8:00 am and 10:00 pm as required.
• This role is able to participate in the District’s Flexible Workplace Policy