Requisition ID: 31834
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
This position provides support to multiple Civic Agencies through the preparation of agendas and action based minutes while providing parliamentary procedural advice as needed. This position further conducts recruitment for advisory committees. This position is also responsible to assist Meeting Coordinators (Meetings of Council) with the processing of Council Briefing Forms, the management of SharePoint and Report Tracking System entries, registration of speakers for meetings of Council and other related duties as assigned. This position requires meeting attendance during and after regular business hours.
Key Contacts and Reporting Relationships
Reporting to the Manager, Civic Agencies, this position coordinates meeting information with Meeting Coordinators and liaises with Civic Agency Chairs, members, and staff liaisons. The incumbent will work in a close team environment with the Meeting Coordinators and deal directly with City Clerk’s Office staff, elected officials, City staff from all Service Groups, Civic Agency members and members of the general public.
Specific Duties & Responsibilities
- Conducts recruitment of new members and prepares agendas, minutes and packages for the Nomination Sub-committee (comprised of five Council members)
- Undertakes best practice research and analysis respecting Civic Agencies, summarizes findings and makes recommendations regarding management of committees
- Attends meetings of assigned Civic Agencies, prepares agendas, compiles reports and presentations, and drafts accurate, action based minutes
- Uploads agendas, minutes and other documents to City of Vancouver website
- Provides parliamentary procedural advice to Civic Agency Chairs, as required
- Drafts correspondence and prepares Civic Agency motions for distribution to Council
- Assists Meeting Coordinators with preparation for meetings of Council by assembling agenda packages, processing speaker registrations, and responding to general inquiries from the elected officials, staff, and the public
- Monitors the Report Tracking System to determine report status, liaising with report authors to ensure reports are completed for meetings of Council
- Processes in-camera records for public release
- Other duties/responsibilities as assigned
Education and Experience:
- Completion of Grade 12 preferably supplemented by courses in business writing, parliamentary procedure, and word processing, and considerable administrative assistant experience in a local government environment or an equivalent combination of training and experience.
- Completion of a Certificate of Local Government Administration is preferred.
- Knowledge of City advisory committees is preferred
- Experience working with volunteers is an asset.
Knowledge, Skills and Abilities:
- Considerable knowledge of parliamentary procedure (i.e. Robert’s Rules of Order)
- Working knowledge of the City of Vancouver Procedure Bylaw
- Considerable knowledge of local government and the role of Mayor and Council
- Considerable knowledge of records management practices
- Excellent word-processing and computer skills including proficiency using Microsoft Word, Excel and PowerPoint, Adobe Acrobat, Opentext Content Management System, SharePoint (report concurrence system), Report Tracking System, and VanDocs
- Excellent written and verbal skills with a strong knowledge of business English, including sentence structure, grammar and punctuation
- Excellent communication skills
- Ability to conduct research and propose options to improve advisory committee management
- Ability to independently conduct recruitment of members of the public
- Demonstrated ability in taking and preparing action-based minutes, employing common parliamentary procedures used at the City of Vancouver
- Demonstrated ability to build and maintain effective working relationships and work constructively as a team member
- Demonstrated ability to work calmly under pressure while exercising tact, diplomacy, and excellent judgment
- Demonstrated ability to manage multiple activities to completion within established timelines
- Demonstrated commitment to principles of anti-oppression, equity, and Indigenous Reconciliation
- Demonstrated conflict management skills
- Ability to work independently
- Experience working in a local government setting will be considered an asset
Business Unit/Department: City Clerk’s Office (1060)
Affiliation: CUPE 15 Non Pks
Employment Type: Temporary Full Time
Position Start Date: September, 2021
Position End Date: December, 2021
Salary Information: Pay Grade GR-019: $30.94 to $36.39 per hour
Application Close: August 8, 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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