Council & Committee Clerk - Full-time

6 months ago

Thunder Bay, Canada City of Thunder Bay Full time

:
The **City of Thunder Bay** provides exceptional quality of life to those who live, work, and play in Thunder Bay - a culturally vibrant, economically diverse community with a metro population of over 120,000. Located on the north shore of Lake Superior, under the protective watch of the Sleeping Giant, Thunder Bay is rich in people and resources, and connects Northwestern Ontario to the world. We value our high quality of life and promote a clean, green, beautiful, and healthy community that provides economic opportunity, respects diversity, and provides affordable and safe neighbourhoods that are accessible to all.

The City of Thunder Bay is a place where art, culture and nature come together

Watch this video to learn more about our City at:
**Job Description**:
***:Under the general supervision of the Deputy City Clerk, performs administrative assistant and document management duties, supports City Council meetings and coordinates meetings of City Council Advisory Committees.

**MAJOR RESPONSIBILITIES**:

- Coordinates, liaises and gives direction to City departments and the public in the preparation of City Council/Committee of the Whole, and Ad Hoc/Special Meeting Agendas, Minutes, resolutions and document management processes, including items of a confidential nature, within strict deadlines.
- Under the direction of the City Clerk/Deputy City Clerk, coordinates closed session meeting agenda, minutes and compilation of reports as per the Municipal Act. Attends Committee of the Whole, City Council, and other meetings as assigned, researches, processes and distributes resolutions and meeting material, and assists in the recording of the proceedings of the meeting.
- Coordinates all technology related requirements for City Council/Committee and Advisory Committees including but not limited to; virtual meeting software, camera and public viewing systems, deputation kiosk and presentations.
- Under the direction of the City Clerk/Deputy City Clerk provides advice to Committee Chairs relative to City Council’s procedural by-law as well as relevant legislation (the Municipal Act, Municipal Freedom of Information and Protection of Privacy Act, Municipal Conflict of Interest Act).
- Coordinates scheduled Ward and Town Hall meetings (in person), and works independently, liaising with a Member of Council to prepare agendas including compilation of related documents, attending and recording proceedings of the meeting.
- When appropriate, coordinates scheduled Ward and Town Hall meetings (virtually), and works with a team to coordinate staff support, online platform for engagement and camera and live streaming opportunities.
- Develops, maintains, trains and provides support and guidance to Corporate Staff on electronic systems and databases.
- Performs executive administrative assistant duties including composition of internal procedures, standard reports and correspondence for the Division, researches Council decisions, including items of a confidential nature.
- Performs duties relative to the administrative process and election tabulation procedures of Municipal and School Boards Elections.
- Acts as a Commissioner for taking affidavits.
- Performs such other related duties as may be assigned.

**QUALIFICATIONS**:
**Education/Experience**:

- Certificate in Municipal administration (AMCTO) or a diploma in business administration or marketing/communications, along with two years’ directly related experience is preferred; or
- Certificate in business administration or marketing/communications, along with four years’ directly related experience is preferred; or
- Post-secondary degree along with three years’ directly related experience; or
- Post-secondary diploma along with five years’ directly related experience; or
- Post-secondary certificate along with six years’ directly related experience.

**Skills/Abilities**:

- Must be able to work independently within the Administrative Assistant working team and possess excellent time-management, organizational and decision-making skills
- Must be able to key accurately with a minimum speed of 60 w.p.m. and be able to transcribe proficiently
- Must be proficient in the use of current microcomputer word processing, spreadsheet, database, presentation and electronic mail software
- Must be proficient in the use of technology for electronic meetings (Zoom, MS Teams, WebEx etc.)
- Superior ability to communicate effectively and concisely, both orally and in writing, with the ability to make presentations and deliver training to a variety of audiences on electronic meeting management system(s).
- Must have the demonstrated ability to manage time effectively and to work under time constraints and changing deadlines
- Ability to work independently and as a member of a team
- Must be able to deal tactfully and courteously with internal and external customers
- Must be competent within the meaning of the Occupational Health and Safety Act
- Independent judgem

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