Committee Clerk - Legislative Services

Summary

This position acts as clerk to various CRD Boards, Committees and Commissions, coordinates meeting arrangements, prepares agenda and supporting material, takes, edits, transcribes and distributes minutes and advises on procedural rules during such meetings and follows up on actions and decisions of committees as appropriate. The position also provides administrative assistance and support to other functions within Corporate Services as required, including administrative processing for appointment, bylaws and general election support.

Key Duties & Responsibilities

• Acts as Committee Clerk to the three main CRD Boards and Standing Committee as well as various CRD Committees and Commissions; coordinates meeting arrangements, prepares and publishes agenda and supporting material; takes, edits, transcribes and distributes minutes and advises on procedural rules during such meetings, and follows up on actions and decisions of Boards/Committees/Commissions as appropriate.
• Frequently handles confidential information for and is present for confidential discussions during in-camera meetings.
• Provides a variety of information and assistance to internal and external contacts pertaining to actions and decisions of Boards, Committees and Commissions and related matters, including elected officials.
• Accurately and promptly prepares and responds to routine and non-routine correspondence and notices, including a variety of materials such as minutes, agendas, correspondence and memos.
• Prepares and maintains a variety of statutory records and files related to the work and Division, including elector registration, minutes and bylaws, using record management practices and software.
• Tracks, processes and updates systems related to appointments and bylaws.
• Assists and provides backup to the Deputy Corporate Officer and Corporate Officer and other staff as needed.
• Provides high-level assistance and support for elector approval and election-related functions as required.
• Provides administrative assistance and support to other functions within Corporate Services as required.
• Follows all policies, procedures and standards of the CRD.
• Performs other related duties as required.

Additional Information

• None

Key Skills & Abilities

• Thorough knowledge of grammar, spelling and proper formats and styles for business correspondence and proof reading and editing skills.
• Advanced accurate keyboarding and data entry skills.
• Advanced ability to accurately record meeting proceedings and produce minutes and action items.
• Advanced knowledge of the functions and objectives Boards and committees and of the rules of procedures used in meetings of such authorities.
• Advanced knowledge of modern office practices and procedures and of the rules, policies and regulations applicable to the work.
• Strong ability to coordinate meeting and event arrangements, prepare agendas and supporting material; take, edit, transcribe and distribute minutes involving interpretation of the collective sense of meetings and the framing of motions from general dialogue.
• Strong ability to prepare, process and check a variety of reports, documents and correspondence related to the position.
• Strong ability to collaborate effectively with diverse internal and external stakeholders and across multiple disciplines.
• Strong ability to deal with confidential and sensitive information with sound judgement, discretion and diplomacy.
• Strong organizational skills, including the ability to work under pressure, prioritize work and to set and meet deadlines.
• Excellent communication (verbal and written), interpersonal and customer service skills.
• Considerable experience with web publishing, data tracking and electronic meeting software.
• Thorough knowledge of local government structure and decision making processes.
• Thorough knowledge of relevant legislation including the Local Government Act and Community Charter.
• Thorough knowledge of document management systems such as SharePoint, Granicus, and InfoLinx.
• Strong ability to operate various types of office equipment.

Qualifications

Certifications