Admin Support 4

1 week ago

Lloydminster, Canada City of Lloydminster Full time
Job Details

Open Date

  • Jun :26:00 PM

Close Date

  • Jul :59:00 PM

Position Title

  • Admin Support
  • Legislative Services

Posting Type

  • Full-Time

Posting Status

  • Active

Position Length

  • Term

Department Group

Hours per Week

Department

  • Office of the City Clerk

Openings

  • 1

Education

  • College Diploma

Experience

  • 5 years

Location

  • City Hall, Avenue

Salary Range

  • Band 4: $ $32.39 per hour (Subject to CUPE 1015 Agreement)

Description:

Position Posting

Admin Support
Legislative Services

(1 Position Available)

Term of Employment:

Full-Time, Term (Approximately 5 months)

Article 13.05 c) Should an internal applicant be awarded the term position they shall revert to their former position at the expiration of the leave.

Rate of Pay:

Band 4:
$ $32.39 per hour (Subject to CUPE 1015 Agreement)

Location:

City Hall

Duties:


Reporting directly to the Manager, Legislative Services, the Admin Support 4 position is responsible for providing key administrative support to the legislative services team.


Minutes and Agendas:

  • Provides initial communication for Council meetings; prepares the agenda, including: report tracking, report manager approvals and workflows, updates and distribution of the agenda.
  • Posts the agendas to the City's webpage.
  • Conducts the initial setup in Council Chambers prior to meetings.
  • Attends Council meetings; records minutes, submits the draft for review and final approval, uploads minutes to the City's webpage.
  • Enters all motions into the motions listing, and ensures notifications are sent out through the meeting management system if required.
  • Provides guidance and support to staff on the development of reports, and submissions into the meeting management program.

LA/FOIP:

  • Reviews monthly financial reports, ensuring redaction is properly completed.
  • Provides assistance with internal and external LAFOIP requests.

Reporting:

  • Prepares reports for inclusion on agenda packages.
  • Provides guidance, research and support related to the development of documents for Legislative Services.

Prepares Documents

  • Prepares documents for signing, verifying accuracy; receive documents from departments, document tracking, prepare signing cover page, seal/file all signed documents.
  • Prepares correspondence and briefing notes.
  • Maintains financial security listing.
  • Prepares templates for agreements/documents as required.
  • Prepares purchase orders, pcard statements, and completes invoicing.

Record Keeping:

  • Establishes and maintains corporate records and files.
  • Scanning, filing, archiving, typing, file maintenance and document retrieval.
  • Collects, sorts and distributes departmental mail.
  • Assist with development and maintenance of records inventory and retention schedule.
  • Maintains records management software.

Insurance

  • Provides support regarding insurance related matters, mitigating risk to the City through proper risk management
  • Maintains all insurance documents: certificates of insurance, policies, claims, files, etc.
  • Acts as the main point of contact for all City departments for insurance inquiries, filing and handling claims as required.
  • Coordinate insurance renewal and ensure proper asset valuations are in place to accurately reflect insurance coverage required.
  • Invoicing thirdparty organizations for their premiums

Other:

  • Acts as a liaison between the legislative services team and other city departments to resolve conflicts and ensure legislative compliance.
  • Provides administrative support to the City Clerk, Manager, Legislative Services, and Legislative Services Coordinator.
  • Works with the department to coordinate and develop education sessions for staff.
  • Assists with the planning and administration of elections, byelections, plebiscites and censuses.
  • Provides information and direction to City departments on Legislative Services initiatives and programs.
  • Conducts research for the Office of the City Clerk.
  • Provides City Hall tours to visitors, answers general public and staff inquiries.
  • Addresses concerns, inquiries and questions regarding legislative services activates.
  • Provides customer service, both inperson and over the phone.
  • Arranges meetings, room bookings, and meeting room set up as required.
  • Other related duties as required.

Schedule:

Normal working hours are Monday through Friday 8:00 a.m. to 5:00 p.m., however there may be the occasional requirement to work outside of these standard hours.

Qualifications:

  • Postsecondary Diploma or Degree in Legal Studies, Business Administration or a related field, combined with five years' experience in an administrative field.
  • Completion of, or working towards, National Advanced Certificate in Local Authority Administration (NACLAA) would be considered an asset.
  • Strong computer s

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