Council Meeting Coordinator

2 weeks ago

Edmonton, Alberta, Canada City of Edmonton Full time

Job Number:49436**The Office of the City Clerk is the primary contact regarding City Council business and municipal governance. It manages Council and Committee meetings, quasi-judicial boards, independent municipal elections and census and appointments to civic agencies. It also manages corporate information governance, including information management and oversight of information access and privacy services for the City.


Reporting to the Manager of Governance and Legislative Services, the Council Meeting Coordinator is a key and contributing member of the Governance and Legislative Services section within the Office of the City Clerk.

This position is instrumental in ensuring the smooth functioning, legislative compliance and sound governance of the corporation, City Council and Council Committees.

This position exercises a high degree of judgement and discretion by working with confidential, urgent, and sensitive items related to governance and decision-making processes in the corporation.

With a focus on the City of Edmonton's Cultural Commitments to Safe, Helpful, Accountable, Integrated and Excellent, you will:

  • Attend and coordinate all aspects of Council and Committee meetings, including preparing agendas, minutes and other meeting documentation within tight timelines
  • Prepare and ensure accurate minutes which reflect motions, votes and decisions of Council and Committees, while also ensuring compliance with the Municipal Government Act
  • Review and edit reports and research the history of Council and Committee decisions
  • Ensure that meeting facilities are properly prepared
  • Participate in the usage, maintenance and enhancement of technology used in meetings and meeting preparation
  • Work with highly sensitive and confidential matters effectively and produce quality, errorfree work in a highpressure environment
  • Establish positive working relationships with staff in City Administration as you liaise with respect to City Council and Committee reports and meetings
  • Support public participation at Council and Committee meetings, including registering individuals to speak at meetings and providing accurate procedural advice
  • Provide crosscoverage, support and advice on meeting management procedures to other members of the Governance and Legislative Services team, as required.
  • Create agendas, meeting packages, summary of agenda changes, selection sheets, and other meeting documents for City Council and Committee meetings
  • Publish meeting packages, including distributing addenda, to eSCRIBE, Diligent and the City's website
  • Register individuals to speak at meetings and provide accurate procedural advice
  • Prepare bylaws for signing
  • Ensure distribution of correspondence and documentation related to specific items on an agenda
  • Ensure that the necessary meeting rooms are booked and properly equipped
  • Perform other related duties as required

Qualifications:

  • Completion of Grade 12/GED
  • Demonstrated experience creating minutes and agendas
  • Demonstrated experience using information technology systems and tools
  • Experience managing confidential information is required
  • Experience working in government is an asset
  • An Office Administration and/or Records Management certificate is an asset.
  • Meeting management, parliamentary procedure, and/or municipal government training is an asset.
  • The ability to understand and read complex procedures and legislation Work in a public forum
  • Excellent concentration skills and attention to detail
  • Demonstrate service excellence, embracing diversity and promoting inclusiveness
  • Demonstrate alignment with the Cultural Commitments of Safe, Helpful, Accountable, Integrated and Excellent, fostering an environment for others to do the same. For more information on the City's Cultural Commitments, please visit
  • Demonstrate the foundational competencies, key behaviours and attributes of the City's six leadership competencies: Courage, Inclusivity, Values-Based Influencer, Collaborative Networker, Systems Thinker and Creative Innovator. For more information on the City's leadership competencies, please visit
  • Applicants may be tested

_ 1 temporary full-time position for up to 11 months_

Hours of Work: 33.75 hours per week. Monday through Friday. Overtime work may be required during peak operational periods

Salary Range:
$ $ Hourly); $59, $75, Annually)

Talent Acquisition Consultant:
PL/MZ

Classification Title:
Secretary - Council Committees

Posting Date:
Apr 19, 2024

Closing Date:
May 3, :59:00 PM (MDT)

Number of Openings (up to): - Temporary Full-time

Union:
Out of Scope

Department:
Office of the City Clerk

Work Location(s): City Hall, 3rd Floor, 1 Sir Winston Churchill Square Edmonton T5J 2R7

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