Governance Services Assistant

2 months ago

Mississauga, Canada Peel District School Board Full time

The Peel District School Board (PDSB) is a racially, culturally and linguistically diverse board that serves 155,000+ students and approximately 17,000 employees. In PDSB, 87% of students are racialized, non-white, representing 162 different ethnic backgrounds. Students in Peel have 121 different first languages. Student diversity also exists in terms of gender and gender expression, sexuality and in terms of ability and faith. A responsive and empathetic understanding of the lived experiences of the students and communities we serve is vital to those who will take on leadership roles within the PDSB. The workforce consists of teachers, office staff, custodial staff, education assistants and professional staff. The workforce is largely unionized through PDSB’s numerous affiliated bargaining agents.

Reporting to the Senior Board Reporter with functional accountability to the Governance Coordinator and Privacy Officer, the Governance Services Assistant & Board Reporter will provide administrative and operational support to ensure efficient and effective Board and Committee meetings of the Peel District School Board including taking of minutes and other secretariat duties. In addition, performing Freedom of Information/Protection of Privacy activities and providing assistance for the development, implementation and monitoring of a privacy and information management program including records management.

**Responsibilities include**:
Attend Board of Trustee and Committee meetings (both open and closed session) to record the meeting proceedings. Assist in providing advice to members of the Board and Committee for such matters as motion preparation and the rules of order.

Record accurate minutes that communicate the direction, debate, and decisions arising from board and committee meetings.

Prepare and index minutes for research and organize for archives. Maintain filing system and record system for minutes and agendas.

Assist in managing information and documentation to support the legislative process from preparation of draft materials to the compilation and production of final and consolidated agendas for Board and Committee meetings, including tracking materials for submission and final distribution of materials including agendas.

Assist in coordinating and managing action items resulting from Board and Committee meetings, including sharing information, tracking upcoming reports, and disseminating correspondence.

Assist in implementation and maintaining workflow processes and compliance measures including an agenda production cycle and statistical reports in support of good governance.

Provide administrative support and assistance to The Governance Officer/Governance Coordinator for Trustees and Student Trustees Services including responding to questions, providing resources, reimbursement of trustee expenses, office supplies, devices, registration for conferences, coordinating onboarding at beginning of terms and end of term activities, coordinate catering for Board meetings and other events as required.

Process requests from the public under the Municipal Freedom of Information and Protection of Privacy Act. Ensure strict timelines are met, or that time extensions are sought, when appropriate. Liaise with staff and third parties in processing formal requests. Direct requests appropriately. Prepare records for disclosure including appropriately redacting information. Determine applicable fees and receive fees before releasing information. Prepare year-end statistical report for the Information and Privacy Commissioner. Assist the public with submitting information requests. Provide training and resources.

Work with Privacy Officer and Senior Board Reporter to report privacy breaches to the Information and Privacy Commissioner. Assist with preparation of letters of apology for individuals whose privacy was breached and respond to questions.

Provide assistance in the development, implementation and monitoring of the organizational privacy program including assistance with conducting privacy impact assessments, audits, privacy assessments, meeting regulatory compliance requirements, establishing and measuring assessment metrics and standards, reporting, and developing and maintaining processes for complaints.

Provide assistance to administer the overall records and information management program including retention schedule, policies, procedures, compliance review, education and consultation.

Provide general assistance as required for the Governance Services team.

Other duties as assigned.

**QUALIFICATIONS**:
Post-secondary education (degree, diploma or certificate) in public administration, business or related academic field

Certification training and relevant, equivalent experience in minute taking is an asset

Formal training in governance such as parliamentary procedures, privacy or records management is an asset

Minimum of three (3) to five (5) years of experience in providing administrat

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