Duties:
| Reporting directly to the City Clerk, the Admin Support 4 position is responsible for providing key administrative support to the legislative services team.
Minutes and Agendas:- Provides initial communication for Council meetings; prepares the agenda, including: report tracking, report manager approvals and workflows, updates and distribution of the agenda.
- Posts the agendas to the City’s webpage.
- Conducts the initial setup in Council Chambers prior to meetings.
- Attends Council meetings; records minutes, submits the draft for review and final approval, uploads minutes to the City’s webpage.
- Enters all motions into the motions listing, and ensures notifications are sent out through the meeting management system if required.
- Provides guidance and support to staff on the development of reports, and submissions into the meeting management program.
Boards and Committees Administration- Administers the Assessment Review Board (ARB), Subdivision and Development Appeal Board (SDAB) and other boards/committees as assigned, including the appeal process to ensure compliance with legislation.
- Maintain legislatively mandated certification as an Assessment Review Board Clerk, as well as a Subdivision and Development Appeal Board Clerk.
LA/FOIP:- Reviews monthly financial reports, ensuring redaction is properly completed.
- Provides assistance with internal and external LAFOIP requests.
Reporting:- Prepares reports for inclusion on agenda packages.
- Provides guidance, research and support related to the development of documents for Legislative Services.
Prepares Documents- Prepares documents for signing, verifying accuracy; receive documents from departments, document tracking, prepare signing cover page, seal/file all signed documents.
- Prepares correspondence and briefing notes.
- Maintains financial security listing.
- Prepares templates for agreements/documents as required.
- Prepares purchase orders, p-card statements, and completes invoicing.
- Supports the City’s corporate records management program.
Insurance- Provides advice and guidance regarding insurance related matters.
- Mitigate risk to the City through proper risk management, ensuring all City operations and agreements have the proper insurance requirements in place.
- Maintains all insurance documents: certificates of insurance, policies, claims, files, etc.
- Acts as the main point of contact for and provides advice and guidance to all City departments for insurance inquiries.
- Administer all insurance claims, such as interviewing staff, assisting the adjustor, on-site inspections, communications with claimant, insurer, and legal providers, as well as maintain proper claims document management.
- Collaborate with and provide assistance to the City Clerk as well as insurers and legal counsel in the event insurance claims escalate to a court proceeding.
- Coordinate and administer the insurance renewal.
- Ensure proper asset valuations are in place to accurately reflect insurance coverage required.
- Collaborate with asset management on the additions and deletions of coverage.
Other:- Acts as a liaison between the legislative services team and other city departments to resolve conflicts and ensure legislative compliance.
- Provides administrative support to the City Clerk, and Legislative Services Coordinator.
- Works with the department to coordinate and develop education sessions for staff.
- Assists with the planning and administration of elections, by-elections, plebiscites and censuses.
- Provides information and direction to City departments on Legislative Services initiatives and programs.
- Conducts research for the City Clerk and Legislative Services Coordinator.
- Addresses concerns, inquiries and questions regarding legislative services activities.
- Provides customer service, both in-person and over the phone.
- Arranges meetings, room bookings, and meeting room set up as required.
- Other related duties as required.
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| Qualifications: | - Post-secondary Diploma in Legal Studies, Business Administration or a related field from a recognized institution.
- Five years’ experience in an administrative field.
- Completion of, or working towards, National Advanced Certificate in Local Authority Administration (NACLAA) would be considered an asset.
- Strong computer skills with proficiency in Microsoft 365.
- Working knowledge of accounting software is required.
- Ability to multi-task, direct work, stay organized and maintain a strong attention to detail.
- The ability to complete time restricted deadlines while maintaining accuracy.
- Strong communication skills; the ability to maintain professionalism and converse in-person and through written correspondence with all levels of staff, stakeholders and the general public.
- Exceptional time-management skills with the ability to manage competing priorities while maintaining accuracy.
- Excellent interpersonal skills that contribute to working effectively in a diverse working environment.
- Ability to work independently and effectively with a team.
- Exudes a high standard of ethics and confidentiality.
- Strong attention to detail.
- Shows a team player attitude, creates a working environment conducive to team achievement, productivity and competence with colleagues.
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