We are in search of a qualified,very experienced and highly organized individual to perform the function of Committee Clerk. Reporting to the City Clerk, you will work in the Legislative Services Department, a fast paced and deadline driven City department. You will perform specialized secretarial and clerical work of a complex nature under the limited supervision of the City Clerk including the creation of confidential minutes for a diverse number of meetings including Council, standing Committees, Boards, and Commissions. You are an individual who performs work with an exceptional eye for detail and accuracy and prompt action to ensure satisfactory provision of service, information and assistance. You are flexible and willing to assist in all situations while adhering to regulations, policies and bylaws. You will be responsible for preparing agendas, compiling supporting information, recording meeting minutes, following-up on actions and decisions and support annual and special events. Other responsibiliites include: attending and taking minutes at Council Meetings; providing administrative support to the City Clerk, assisting in organizing the annual committee recruitment process, advising on procedural rules during meetings; coordinating meeting schedules; conducting research and drafting reports; acting as a relief to other office staff; providing information and assistance to staff, officials and the general public, and performing other related work as required. This position requires a very high degree of concentration and is subject to frequent pressures from volume of work and strict adherence to deadlines. Relationships require considerable courtesy, tact and diplomacy and involve the interpretation of regulations, bylaws and council policy. Contacts are frequently of a confidential or sensitive nature.

Requirements include:
Grade 12 graduation including or supplemented by administrative, shorthand and/or speed-writing and business courses plus three to five years of directly related experience in local government, education or non-profit board meeting procedures and evidence of a superior level of minute taking is preferred. An Equivalent amount of education and experience as acceptable to the employer may be considered.
Ability to attend and take minutes at meetings which deal with a variety of subjects of a technical and complex nature.
Ability to apply the Council Procedure Bylaw and Roberts Rules of Order in an advisory capacity during meetings.
Ability to work independently with multiple City departments, Committee Chairs, volunteer committee members and elected officials who are involved in assigned committees, maintaining awareness of agenda items, outstanding matters and follow up actions.
Ability to take, edit, transcribe and distribute minutes, which involve interpretation of the collective sense of meetings, and the framing of motions often from general dialogue.
Working knowledge of bylaws and records management practices applicable to the work.
Working knowledge of the operations and functions of various municipal departments, the ability to assist in the annual budget preparations and goal setting exercises for the Legislative Services Department.
Working knowledge of the Community Charter, the Local Government Act and Freedom of Information and Protection of Privacy Act is desirable.
Ability to coordinate Council and Committee meeting arrangements, prepare agendas ensuring that necessary reference material is accumulated.
Considerable knowledge of modern office practices and procedures and of the rules, policies and regulations applicable to the work.
Ability to prepare, process and check a variety of reports, documents and correspondence related to the work.
Ability to deal tactfully and effectively with a variety of internal and external contacts and to employ contemporary service excellence principles.
Ability to operate a range of standard office equipment, such as computers, transcription machines and other forms of recording equipment. Knowledge of video streaming, desktop publishing, website publishing and online social media experience is considered an asset.
Ability to work flexible hours* is essential as the position will require availability for evening meetings.

Demonstrated skill and ability in taking and transcribing minutes, utilizing a variety of methods (i.e. speedwriting/laptop etc.) with a high degree of speed and accuracy combined with the ability to type rapidly and accurately at a minimum of 65 wpm.
*7 consecutive hours per day scheduled between 8:00 am and 10:00 p.m.

Apply by sending your resume quoting competition #17-49 by April 7, 2017 to the Human Resources Department, City of New Westminster, 511 Royal Avenue, New Westminster, BC, V3L 1H9, Fax: (604)527-4619 or e-mail to hr@newwestcity.ca.