Clerk III (Board Support & Meeting Assistant) (Vancouver, British Columbia (BC), Canada, V6A 4K6)

Requisition ID: 30054 

Company

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh), Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working towards being the greenest city in the world. Named among Canada’s Top 100 Employers, BC’s Top Employers, and Canada’s Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, decolonization, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

Main Purpose & Function 
A member of the Board Support Team, the Board Support & Meeting Assistant provides a key role in the facilitation and delivery of Board meetings (both public and closed), briefings and events, and provides complex and confidential administrative support to Park Board Commissioners, Park Board Senior Leadership Team, and Manager, Exec Office and Board Relations.

Specific Duties & Responsibilities

  • Tracks, coordinates responses, and creates metrics and summary reports for all enquiries received by and from Commissioners

  • Responds to public enquiries on behalf of Commissioners; drafts responses and follows-up with appropriate staff when necessary

  • Manages Commissioner calendars, event invitations, liaison roles and meeting materials, expense tracking & reimbursement, FOI requests, device management and office equipment support

  • Liaises and communicates regularly with elected officials and City of Vancouver staff, most notably from the City Clerk and City Manager offices

  • Assists with the formatting, preparation, research and confidential review of draft member motions

  • Coordinates board report and presentation submission process to ensure materials are ready for GM review: provides instructions, templates, submission guidelines, and reminders to report authors; provides guidance and support on style and formatting of documents and report recommendations; checks that relevant policy references with links are included and accurate; ensures necessary staff/departmental concurrences have been obtained

  • Prepares agendas, meeting scripts, speaker lists, correspondence summaries, and final consolidated meeting decks

  • Reviews, formats, and distributes all required materials in advance of board meetings: agendas, reports, presentations, motions, and minutes, etc.

  • Prepares and prints materials for meeting packages; supervises and/or assists with assembly of meeting binders, room set-up and clean-up

  • Organizes/orders catering and supervises catering set-up and clean-up for Board meetings and events;

  • Schedules public web streams, tests and troubleshoots A/V, loads presentations

  • Attends meetings to provide A/V and meeting clerk support

  • Prepares, posts, and distributes meeting highlights, minutes, video clips and decision documents following each public meeting

  • Updates and maintains Board meeting web pages

 

Candidates must have availability to meet schedule requirements which depending on the operations will include: morning, day, afternoon, evening and weekends.

Qualifications

Education and Experience:

  • Grade 12 graduation supplemented by courses/training in administration, business writing, meeting management, Microsoft Office, and parliamentary procedure (e.g. use of Roberts Rules or Order and/or a municipal procedure bylaw) plus considerable related experience or an equivalent combination of training and experience.

 Knowledge, Skills and Abilities:

  • Working knowledge of the formal rules of procedure used in committee and board meetings including agenda preparations, minute taking and board meeting protocols

  • Working knowledge of government governance structures and systems, the role of Park Board Commissioners, the legislation and supporting bylaws that govern the City and Park Board, as well as record management practices and systems.

  • Excellent customer service, issues management, and communication skills. 

  • Ability to use Microsoft Office (Word, Excel, Outlook & PowerPoint), Adobe Acrobat, Contribute & CMS website update software, SharePoint, Lagan/Kana, meeting AV systems and software (Crestron), and online webstream tools (currently SLIQ).

  • A keen sense of accuracy and attention to detail and the ability to produce products that reflect the highest standards of accuracy and detail.

  • Excellent written and verbal skills with a strong knowledge of business English including sentence structure, grammar and punctuation and a demonstrated writing skill.

  • Ability to meet and deal tactfully and effectively with the public and to maintain harmonious working relationships with administrative officials and other employees.

  • Ability to maintain confidentiality and security of confidential information is essential.

Business Unit/Department: Board of Parks & Recreation (1400) 

Affiliation: CUPE 15 Parks 

Employment Type: Regular Full Time 

Position Start Date: September, 2021 

Salary Information: Pay Grade GR-017: $27.45 to $32.25 per hour

Number of Positions: 2

Application Close: June 27, 2021

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous applicants, people of colour, all genders, LGBT2Q+ and persons with disabilities are encouraged to apply.  Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion

To be considered for this exciting and impactful career opportunity with a generous benefits package, please apply on our careers site.

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