Communications Officer - Meewasin Valley Authority

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Dec 26, 2016 - draft and type correspondence, committee agenda packages and minutes, news releases ... order office and
EMPLOYMENT OPPORTUNITY

POSITION: Communications Officer (Term) CLASSIFICATION AND RATE: “S3” Range $38,306 - $46,561 per year START DATE: January 23, 2017 OTHER: full time position; hours of work 36.25 per week; three weeks vacation to start; optional Earned Days Off schedule JOB DESCRIPTION: Attached TO APPLY: Please send your resume and covering letter marked “Communications Officer (Term)” to Andrea Ziegler at the address above or via email to [email protected]. DEADLINE FOR APPLICATIONS: January 9, 2017

No. 26

December 2016 MEEWASIN VALLEY AUTHORITY JOB DESCRIPTION

POSITION: Communications Officer PURPOSE Under the supervision of the Executive Secretary/Office Manager, the Communications Officer will perform (a) the typing and filing of records and materials, such as correspondence, reports and minutes; (b) general clerical work, such as gathering information, organizing committee meetings and special events and back-up the receptionist position and, as required, other clerical positions; and (c) assist with the communications functions including special events delivery, media relations, website maintenance, and social media. DUTIES Under the supervision of the Executive Secretary/Office Manager: 1. provide a variety of secretarial, clerical, and communications services for the departments of Community Development, Resource Planning, Design and Development, PFSRB and others as assigned. • draft and type correspondence, committee agenda packages and minutes, news releases, technical papers, and reports from all sources; and handle distribution of communications; • assist in the organization of meetings, including facilities, lunches, and the preparation of agendas and minutes; • keep filing current and well-organized; • assist in the organization of special events or projects including invitations, marketing, facilities, and lunches; some evening and weekend work will be required on occasion; • assist in communications: o updating the Meewasin website, including writing, editing, operation of interactive functions that may exist (contests, surveys, contacts); o Operation of social media, as directed by the Manager of Community Development; o assist in coordination of communications specialists and technology providers; o coordinate communications special events from time to time; and o track and report on communications activities. 2. provide back-up assistance to the Clerk-Typist (Receptionist) as required, including: • answer the switchboard courteously, take and transfer calls; • receive visitors and refer them to appropriate person or area; • arrange messenger services; • order office and coffee supplies as required; • handle incoming and out-going faxes; • pay out of petty cash funds including transaction records; • assist in accounting, including cash receipts, bank deposits, and staff accounts; and • handle incoming and outgoing mail. 3. assist in the administration of the office computer system including: • receive and address issues staff experience with computers or programs, primarily through communications with IT provider service company; • perform duties or actions needed by IT management company to help resolve issues;

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request addition/deletion of new users, email accounts and folder permissions changes and keep a secure record of all users and their passwords; assist in development and implementation of system/policy for shared folders; maintain a secure list of log-in passwords for all staff and all applications; maintain a secure list of all software license information and access information; and assist in maintaining an inventory of Meewasin computer equipment and assignments.

4. provide back-up assistance to the Donations Officer as required, which may include processing charitable receipts when the Fund Development staff are absent; including maintain a working knowledge of the Raiser’s Edge database, and assist to keep the constituent records accurate; work to use the database to execute communications projects and other distribution of information. 5. perform related duties, as assigned, from time to time. JOB SPECIFICATIONS 1. Education Completion of secondary education plus a recognized secretarial course or other relevant post-secondary accreditation. 2. Experience • At least one year of related experience required; • A working knowledge of word processing (MS Word), spreadsheet, and database software applications is required; • A working knowledge of website and social media applications is desirable; and • Experience in event coordination, including speech writing, is desirable. 3. Other Required Skills • Communication skills, pleasant manner, typing skills, word processing (MS Word) and general computer skills are essential; • High level of computer literacy required; and • Superior writing and editing skills are an asset.

APPENDIX – DUTIES LISTED BY DEPARTMENT Development Review Committee (estimate 10 times per year) • Type and distribute agenda packages for monthly meetings including digital posting; • Confirm attendance and order lunch for meetings; • Attend and take minutes of their meetings; • Draft and type correspondence to advise applicants of process and decisions; • Type recommendation memos from administration to the board; • Assist with pre-meeting advertisement and web-based news releases; • Post development review information in boardroom for committee and board meetings; • May assist with posting sites for development review process; and • Maintain record of all applications including conditions of approval and status for reporting purposes to the board. Planning & Conservation • Provide secretarial services to the manager and staff of the department; • Type correspondence, reports, etc.; • Set up meetings for the Conservation Advisory Committee; • Distribute agenda packages, confirm attendance, and order lunch for meetings; and • Attend and take minutes of their meetings (2 – 3 times per year). Community Development • Provide secretarial services to the manager and staff of the department • Type correspondence and reports for staff of this department; • Set up meetings for the Education Advisory Committee; • Distribute agenda packages, confirm attendance, and order lunch for these meetings; • Attend and take minutes of their meetings (3 - 4 times per year); • Assist with keeping the Meewasin website current, including editing the website periodically for out-of-date information; drafting content for the website; posting updates (provided by each department): o News and media releases; o Development Review postings; o Special campaigns and events (clean-up campaign, pelican watch); o Photo gallery; and o Information for each department as needed. • Assist in the development and distribution of digital news releases or a communications program for web-based coverage; and • Assist with social media (this will include Twitter, Facebook and other social media communications). Design & Development • Provide secretarial services to the manager and staff of the department; • Type correspondence, reports, charts, lists, contracts from all sources; • Set up the meetings of Design Advisory Committee, type and mail agenda packages, confirm committee attendance, and order lunch; and • Attend and take minutes of their meetings (2 – 3 times per year). Partners FOR the Saskatchewan River Basin • Do filing for this department;

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Type correspondence, minutes, speeches, reports when necessary; Help prepare and distribute agenda packages for meetings; and Help with other duties as required from time to time.

Fund Development • Help with large mailing and communications programs; such as mailing labels, program preparation, etc. for ceremonies, when requested; and • Assist with maintenance and operation of online fundraising options, as required. General Office • Provide back-up assistance to the Receptionist (as listed in job description); and • General duties to keep the office systems and office facilities in good order.