Clerk IV (Committee Clerk II – Meetings of Civic Agencies) (Vancouver, British Columbia (BC), Canada)

Requisition ID: 18933 

Company

The City of Vancouver is striving to become the greenest city in the world, and a city powered entirely by renewable energy before 2050. We are proud to be one of BC’s Top Employers, Canada’s Best Diversity Employers, and one of Canada’s Greenest Employers. With employees that have helped Vancouver consistently rank as one of the world’s most livable cities, the City values a diverse workforce which represents the vibrant community we so proudly serve.

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

Main Purpose and 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 Director, Legislative Operations, 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 three Council members)
  • Undertakes best practice research and analysis respecting advisory bodies, summarizes findings and makes recommendations regarding management of committees
  • Attends meetings of assigned Civic Agencies, prepare agendas, compile reports and presentations, and draft accurate, action based minutes
  • Uploads agendas, minutes and other documents using Contribute to the Civic Agency websites
  • Provides parliamentary procedural advice to Civic Agency Chairs, as required
  • Drafts correspondence and prepare Civic Agency motions for distribution
  • Assist the 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

Minimum Position Requirements

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

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, Contribute (corporate website , 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
  • Demonstrated ability in taking and preparing action-based minutes utilizing commonly used parliamentary procedures used at the City of Vancouver
  • Ability to conduct research and propose options to improve advisory committee management
  • Ability to independently conduct recruitment of members of the public
  • 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
  • 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: Regular Full Time 

Position Start Date: October, 2020

Salary Information: Pay Grade GR-019: $29.74 to $34.98 per hour

Application Close: October 4, 2020

We thank all applicants for their interest. However, only those selected for an interview will be contacted. Learn more about our commitment to diversity and inclusion.  

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