Great City, Great Work, Great Future!

DEPARTMENT:     Legislative Services
STATUS:     Full Time
NO. OF POSITIONS:     One
UNION:     CUPE
HOURS OF WORK:     35 hours per week*
SALARY:     $46,733 to $54,933 annually

Working in the Legislative Services Department, you will provide specialized administrative support to various standing and special interest Committees, Boards, and Commissions, in addition to providing administrative support to the Corporate Officer and the Assistant Corporate Officer. You will prepare agendas, compile supporting information, record minutes, follow-up on actions and decisions and support annual and special events. Other responsibiliites include: attending and taking minutes at Council Meetings; 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.

Requirements include:

Grade 12 graduation including or supplemented by secretarial, shorthand and/or speed-writing and business courses plus considerable related experience in Municipal procedures, or an equivalent combination of training and experience.
Considerable knowledge of the functions and objectives of various committees and of the rules of procedure (such as Robert’s Rules of Order) used in meetings.
Considerable knowledge of modern office practices and procedures and of the rules, policies and regulations applicable to the work.
Working knowledge of bylaws and records management practices applicable to the work.
Working knowledge of the operations and functions of various municipal departments.
Working knowledge of the Community Charter, the Local Government Act and Freedom of Information and Protection of Privacy Act is desirable.
Ability to coordinate meeting arrangements, prepare agendas and supporting material.
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.
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 is considered an asset.
Ability to work flexible hours is essential as the position will require availability for evening meetings.
Skill in taking and transcribing 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 pm.