Executive Assistant- Closes Nov 11

2 months ago

Crowsnest Pass, Canada Municipality of Crowsnest Pass Full time

**POSITION TITLE:
- Executive Assistant**REPORTS TO:
- Chief Administrative Officer (CAO)**REVISION DATE:
- October 2024**WAGE BAND**:

- CUPE Local 812 Wage Band 251-280 ($35.25/hour)**STATUS:
- Permanent Full Time**Position Summary**

The Executive Assistant performs a variety of functions for the Office of the CAO, elected officials and various committees. The Executive Assistant assists the Chief Administrative Officer and Deputy Chief Administrative Officer with a variety of tasks and issues related to the governance of the Municipality. The Executive Assistant is a detail-orientated, organized and highly motivated individual with demonstrable experience in municipal administration, legislation and procedures.

**Key Duties and Responsibilities**
- Consolidates and prepares Council and other meetings agendas and packages as required under the direction of the Chief Administrative Officer. Corresponds with and facilitates the attendance and presentations for delegations.
- Responsible for the minute-taking of all meetings for Council and other meetings as required. Provides guidance to other employees who may be asked to take minutes. Minute-taking may be during work hours or during evening meetings.
- Inputs Resolution Action Items from each meeting of Council into the Cascade program and maintains and updates initiatives for the Office of the CAO.
- Prepares a variety of letters, forms, spreadsheets and other documents as they relate to the business of Council or the Chief Administrative Officer.
- Inputs approved Bylaws, Minutes and other corporate documents into the records management system.
- Schedules and attends the agenda review meetings where future agendas are set and finalized.
- Maintains membership information, terms and monitors vacancies for Municipal boards and committees. Prepares required correspondence regarding appointments.
- Ensures appropriate signing and sealing of all legislative documents and agreements when required by the CAO.
- Maintains the Bylaw index.
- Provides information about upcoming meetings and other key information to the Communications Coordinator for advertising.
- Coordinates all Council events and meetings and prepares meeting calendars for Council members, booking meeting space and issuing calendar invitations.
- Reviews and codes Council time sheets and expense claims.
- Performs other related executive assistant duties as required by the Chief Administrative Officer.

**Knowledge, Abilities and Skills**
- Knowledge of the Municipality including applicable policies and bylaws and municipal processes.
- Courteous with excellent customer services skills for dealing effectively with the public and members of Council.
- High level of confidentiality, ability to adhere to privacy legislation and keep in-camera information confidential.
- Advanced knowledge of Municipal Government Act including the ability to provide recommendations to Council and Administration on adherence to the Act.
- Knowledge of FOIP (Freedom of Information and Protection of Privacy Act) including how to create public packages and protect personal and other confidential information.
- Skill with minute taking for items on the public record as well as the ability to distill varied and complex information into concise and accurate minutes.
- Ability to work with mínimal supervision.
- Enthusiastic and highly motivated.
- High attention to detail.
- Ability to communicate effectively in both oral and written form.
- Ability to keyboard rapidly and accurately.
- Demonstrated ability to always exercise tact and discretion.
- Ability to prepare agenda reports for upcoming agendas on items received through the office.

**Education and Experience**

This position requires the following minimum qualifications:

- A high school diploma supported by a minimum of two years of post-secondary education (University or College) in a related discipline.
- Three years of related legislative administrative experience in a municipal setting.
- Experience and ability to process highly confidential information while maintaining effective working relationships with a variety of internal and external contacts.

The following would be considered an asset:

- Educational courses in the legislative field or municipal governance.

**Independence and Scope of Impact**

Decisions or actions could result in serious losses of time or resources or cause significant embarrassment within the organization and limited impact on public image.

**Contacts**

Internal - Regular professional contacts are maintained with employees in all departments and Council members to explain and exchange information.

External - Regular contacts are maintained with the public, board and committee members involving explaining and exchanging of information, dealing with or settling requests and complaints.

Government - Professional contacts with Provincial Ministries and Federal Counterparts for advocacy on behalf of Council and the Municipali

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