Job Summary

This position provides meeting support to City Council and its Committees, including appeals boards, and assists with various projects in the City Clerk’s Office. This position also provides confidential administrative support to the City Clerk. 

Duties & Responsibilities

• Acts as secretary and assistant to various City Council boards and committees to record proceedings and provide advice on procedural matters in accordance with the provisions of The Procedures and Committees Bylaw, and applicable legislation.
• Ensures meeting agendas or dockets, correspondence, notices to interested parties, decision documents, minutes and any other follow up materials are produced and disseminated as required.
• Assists with the coordination of City Council, committee and quasi-judicial board services (appeals boards) and processes including creation of orientation materials and training for members. 
• Assigns work to and supervises clerical staff.
• Prepare reports to City Council for assigned committees and for the City Clerk’s Office when requested.
• Maintains assigned Advisory Committee budget and processes invoices.
• Maintain and communicate outstanding item list for assigned committees. 
• Responds to inquiries from, and acts as liaison between, Council members, the public and the City’s administration.
• Administers and assists with projects, such as but not limited to the boards and committee appointment maintenance and processes, and coordination of contracts and subdivisions.
• Provides administrative support for various initiatives in the office, such as but not limited to special occasion permits, communications to Council, and proclamations and flag raisings.
• Participates in various programs and projects of the City Clerk’s Office, including the municipal election, as required.
• Provides Corporate support for the meeting management software.
• Provides confidential secretarial support to the Office’s management team.
• Assumes meeting attendance duties and obligations of the Administrative Services Manager, as required.
• Performs other related duties as assigned.

Qualifications

• Graduation from a business college.
• Certificate in Local Government Administration or Business Administration plus two years’ related experience

OR

• Four to six years’ progressively responsible, directly related experience.
• Ability to maintain confidentiality and use tact when dealing with materials that may determine the future directions or actions of the City.
• Ability to prepare concise and accurate minutes of proceedings and meetings.
• Ability to compile and coordinate information to compose correspondence and/or reports as required. 
• Ability to exercise sound independent judgement and to communicate clearly and effectively both orally and in writing demonstrating skill in adapting diverse communication techniques to evaluate situations and identify problems within established guidelines.
• Ability to handle multiple priorities, organize workload, work independently and with minimal supervision, and meet tight deadlines.
• Ability to develop and maintain effective working relations with members of City Council and committees, City employees, and the general public.
• Ability to interpret, apply and explain established policies and procedures as outlined in the Procedure Bylaw and related legislation and policies.
• Demonstrated skill in the use of MS Office suite and Adobe Acrobat in a Windows environment, including the set-up and use of audio/visual equipment.
• Duties of position may require working non-standard hours on occasion.