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Legislative Services Assistant Coordinator Temporary Job opening - Williams Lake state BC ( Job openings )
Williams Lake , state BC
( By Press Release office )
2022-03-10T00:00 - 2022-04-09T00:00 | 16 | 2
Position Vacant
LEGISLATIVE SERVICES ASSISTANT COORDINATOR
Full Time Temporary (approx. 6-8 weeks)
Competition 22-16
POSITION DETAILS:
TITLE: Legislative Services Assistant Coordinator
DEPARTMENT: Corporate Administration Department
CURRENT RATE OF PAY: $32.80 per hour plus 15% in lieu of benefits
HOURS OF WORK: 37.5 hours per week, 8:30am to 4:30pm, Monday to Friday
POSITION: Union Affiliation
GENERAL STATEMENT OF DUTIES:
Responsible for corporate support to department and Council, assisting with Freedom of Information requests, records management classification and filing, compiling agendas, recording meetings, distributing correspondence, secretarial and administrative support to various Committees, and back up to the Legislative Services Coordinator. Supports the administration and the performance of a variety of clerical and administrative duties in the Administration and Corporate Services Department.
SUPERVISION:
The Legislative Services Assistant Coordinator shall be responsible to the Corporate Officer.
MAJOR DUTIES AND RESPONSIBILITIES:
Coordinate the day to day records maintenance of the Central Filing System by assigning, coding and filing correspondence and documents using the municipal block-numeric records management system; tracking documents and maintaining a daily diary system to bring forward matters for referral.
Supports the Committees by attending meetings as required, taking accurate minutes, transcribing dictation, coordinating agendas and back up documentation for Council in the absence of the Corporate Officer or Legislative Services Coordinator or as assigned.
Prepares Council and Committee resolutions, agenda, minutes, correspondence, reports, notices and various forms in the absence of the Legislative Services Coordinator or as assigned.
As the City’s Assistant Freedom of Information and Protection of Privacy Coordinator, assists the Corporate Officer with Freedom of Information requests by retrieving, vetting and preparing documents for disclosure, fee estimates and response letters to applicants.
Produces electronic Council or Committee of Council agendas using I-Compass Meeting Management Program.
Assists the Legislative Services Coordinator with updating and maintaining the Corporate Services and Administration website.
Provides assistance to the Executive Assistant as required.
Coordinate agendas, electronically transcribe meeting minutes, attends meetings and records minutes for City Advisory Committees and other interest groups as assigned.
Opens, tracks and distributes incoming and outgoing departmental correspondence, mail, faxes, courier documents and emails.
Performs extensive file research using the master File Index, Bylaw Register and Meeting Management Software.
Posts Notice of Weekly meetings, Proclamations etc on bulletin board.
Responsible for updates and posting public Notices, Proclamations etc on the city’s website
Coordinates lunches and dinners for Committees of Council and Council meetings.
Acts as receptionist for the Administration and Corporate Services Department, greets visitors, assists with requests, answers telephone and directs calls appropriately.
Assists the Legislative Services Coordinator in maintaining the Bylaw Register and all phases of Bylaw records.
Assists the Corporate Officer with preparation of election supplies, forms and correspondence and maintains the list of electors as directed.
Responsible as Key Operator for maintenance of Departmental photocopier, facsimile machine and other office equipment.
Orders office supplies, codes invoices, ensures required authorization, processes invoices and purchase orders.
Reconciles corporate MasterCard expenses and purchases for Director of Legislative Services or as assigned.
Shall train for the Legislative Services Coordinator position.
Provides relief coverage for the Legislative Services Coordinator and provides limited administrative support to senior managers and Council in absence of administrative support.
Responsible for City Hall Committee Rooms and Council Chamber bookings including collecting key and damage deposits and janitorial fees where applicable.
Responsible for City Hall security, including key issuance and retrieval and security system fobs.
Responsible for weekly City Page with the Williams Lake Tribune.
Prepares Council Chambers and Boardrooms for Council meetings.
Other related duties as required.
QUALIFICATIONS, SKILLS & EXPERIENCE:
Minimum Grade XII education, supplemented by completion of a relevant diploma or degree in records management, secretarial and business courses from a post secondary institution.
Minimum 5 years previous corporate records management filing experience using alphabetical, numeric and electronic systems and secretarial and administrative
Previous experience working with senior managers and preferably public officials.
Must have 5 years experience and proven success in taking and transcribing accurate minutes, compiling agendas and preparing back up documentation as required.
Previous experience organizing public meetings and events.
Proven ability to work professionally and use discretion.
Strong computing and technological skills and aptitude including computer proficiency utilizing Microsoft Word, Outlook, Excel, Windows systems programs, adobe acrobat, software programs in relation to agenda preparation, compiling minutes and records management.
Proficiency and ability to take and transcribe dictation.
Ability to operate various office equipment.
Keyboarding skills and minimum word processing speed of 65 wpm with accuracy, to be tested.
Excellent communication skills, both oral and written, including business English, spelling, and letter composition.
A combination of knowledge and experience with the Freedom of Information and Protection of Privacy Act.
Ability to deal with the public and Council professionally, effectively and courteously.
Ability to meet deadlines, work under pressure and on own initiative.
Must be Fully Vaccinated with COVID-19 Vaccination.
Interested candidates are invited to submit a detailed resume and cover letter outlining qualifications, experience, copies of applicable certifications, and letters of reference no later than
4:00 pm, Friday, March 18, 2022, to
the attention of Ashley Williston, Director of Human Resources, City of Williams Lake, 450 Mart Street, Williams Lake, BC, V2G 1N3 - Fax (250) 392-8484, or email awilliston@williamslake.ca
Please note that only shortlisted candidates will be contacted, thank you.
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