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Civic Agencies Assistant

4 months ago

Edmonton, Canada City of Edmonton Full time

**Civic Agencies Assistant**

**Job Number***:
**46651**

In addition to supporting City Council in the governance of civic agencies, The Office of the City Clerk manages Council and Committee meetings, quasi-judicial boards, municipal elections, the corporate records program and services related to the Freedom of Information and Protection of Privacy Act for the organization.

The Civic Agencies Assistant is a specialized administrative position within the Governance and Legislative Services section of the Office of the City Clerk. Your success will be measured by your ability to achieve results in a respectful, inclusive and service-minded way. With a focus on the City of Edmonton’s Cultural Commitments to Safe, Helpful, Accountable, Integrated and Excellent, and under the support, guidance and direction of your supervisor, you will:

- Assist City Council in making appointments to civic agencies
- Ensure appointments to the City’s civic agencies comply with continually changing legislation, bylaws, policies, procedures, and direction of Council.
- Assist in the research and preparation of Council appointment reports and briefing note.
- Anticipate requirements of Council so that information is available from which to make sound, legally enforceable decisions that meet legislative requirements
- Answer questions from civic agency chairs and members, Members of Council, external organizations, and City Administration regarding appointment processes
- Maintain civic agency membership tracking databases, including Council member appointments and relevant Administrative contacts
- Assist with the development and coordination of civic agency recruitment and reporting
- Assist with the development of recruitment materials, including recruitment profiles and recruitment plan, advertisements and news releases
- Arrange interviewing and testing of applicants, including developing and maintaining trackers, sending correspondence and performing technology testing
- Respond to questions from civic agency chairs regarding recruitment campaigns, processes, and responsibilities
- Review agency bylaws and governing policies to ensure recruitment efforts accurately reflect requirements for agencies
- Provide training and best practice resources, such as standard operating procedures and templates, as required
- Provide governance support to City Administration and Civic Agencies
- Assist team with development of bylaws, policies and procedures
- Assist with preparing, delivering and analyzing various surveys
- Develop and maintain procedures manual, including detailed mapping and documentation of unit processes for reference and knowledge succession
- Maintain the records management structure for the Civic Agencies Team
- Maintain business area web pages and statistics
- Assist with the development, delivery and evaluation of training sessions and materials

**Qualifications**:

- Minimum of three years of progressively responsible and diverse experience in a public sector environment, preferably municipal government
- Experience working with legislation, governance, program development, project management, and operational research
- Experience in volunteer or human resource management is an asset
- Excellent communication and problem-solving skills
- The ability to research and draft a variety of reports and independently manage small projects
- The ability to interpret legislation and articulate the meaning or intent in response to questions from civic agency chairs and members, Administration, and other stakeholders
- The ability to work under pressure and perform multiple tasks independently, in a high-volume, politically charged and stressful environment
- Excellent interpersonal skills to work effectively with Council, senior members of City Administration, agency chairs and members, and the public
- Understanding of municipal governance and a high degree of political acumen
- Working knowledge of legislation, bylaws and policies governing civic agencies is an strong asset
- 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 edmonton.ca/our-culture
- 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 edmonton.ca/our-culture
- Applicants may be tested

**_ Up to 1 permanent full-time position_**

**Hours of Work**: 33.75 hours per week, Monday to Friday

**Salary**: $26.928 - $33.765 (Hourly); $47,440.40 - $59,485.49 (Annually)

**Talent Acquisition Consultant**: IS/MZ

**Classification Title***: Clerk III

**Posting Date***: May 4, 2023

**Closing Date***: May 18, 2023 11:59:00 PM (MD