Deputy Corporate Officer

**Deputy Corporate Officer**

**Corporate Services**

**Full-Time, Two-year Term**

**November 1, 2024**

**Position Overview**

Reporting to the Corporate Officer, the Deputy Corporate Officer is an exempt, professional level administrative position which involves a wide range of responsibilities carried out under strict deadlines. The Deputy Corporate Officer will act as the Corporate Officer, when required. The Deputy Corporate Officer is responsible for protecting confidential information, exercising courtesy, tact, and diplomacy in the exchange of non-routine information with other elected officials, City employees and the general public. They perform duties that provide support to Council and the department team.

**Duties and Responsibilities**
- Assisting in the organization of the statutory duties and administrative tasks as set out in the _Community Charter._
- Assist the Corporate Officer to fulfill all statutory, legislative, and regulatory requirements as set out in the applicable legislation.
- Responsible for the process of meeting scheduling, preparation and distribution of agendas and materials for Council and Committees, and public hearings; bylaw preparation; distribution of all supporting material and minutes, decisions, instructions, and resolutions of Council to appropriate parties.
- Perform follow-up activities resulting from Council meetings, including transcribing, and distributing minutes, ensuring that resolutions are in proper format and notarized, tracking committee and commission actions and preparing follow up correspondence and bylaws.
- Assist the Corporate Officer to fulfill Deputy Information and Privacy Coordinator responsibilities and administers the BC Freedom of Information and Protection of Privacy Act (FOIPPA), including file preparation, correspondence, and timely response coordination.
- Supports the Leadership Team by preparing a variety of documents including agendas, minutes, and coordinates and compiles required materials that enables the team’s success.
- Responsible for supporting Administrative and Council policy management including the regular housekeeping of policy files, proofreading of new policies, oversight of the numbering system and publication of public facing policies.
- Assist with official records file maintenance systems, monitoring, archiving and destruction of documents.
- Support the systems administration and maintenance of software such as I-Compass, for internal stakeholders.
- Supports membership maintenance and administration such as UBCM that supports municipalities, Council, and corporate affiliations.
- Undertakes special projects and performs other duties as assigned, in accordance with departmental and corporate objectives.
- Coordinate logístical aspects of Council attendance at conferences, seminars, and special events.
- Performs a variety of clerical work including maintaining records, files and correspondence.
- All employees shall work in accordance with the City of Fernie’s Safety Management System.
- Other duties as assigned.

**Minimum Qualifications**
- Degree or diploma in Business Administration and/or Local Government Service Delivery or combination of related education and experience would be considered.
- Two years of municipal experience in an administrative role is preferred.
- Knowledge of the _Community Charter _and _Local Government Act_ as they relate to the position.
- Proficient in Microsoft Office programs (Word, Excel, Outlook, PowerPoint).

**Knowledge, Skills & Abilities**
- Knowledge of principles and practices of the Corporate Officer’s role, including agenda management and preparation, records management, and the legislative process.
- Effective written and oral communications skills with ability to organize, compile, and maintain complex and extensive records, prepare reports, correspondence, procedures, and other written materials.
- Ability to deal with highly sensitive and confidential issues.
- Strong attention to detail and accuracy in all work.
- Skill in producing neat, accurate minutes.
- Works well independently and meets deadlines.
- Strong sense of ethics and ability to handle sensitive and private information.
- Ability to work collaboratively, cooperatively and productively with all outside agencies and organizations including senior government officials.
- Ability to prioritize and manage conflicting demands.

**ACKNOWLEDGEMENTS**

The above description reflects the general details considered necessary to describe the principal functions and duties as required for proper evaluation of the job and will not be construed as a detailed description of all the work requirements that may be inherent in the job. Employees may perform other related duties and tasks as required to meet the needs of the operation.

The Deputy Corporate Officer, is a full-time (35 hours/week), exempt position, for a temporary period of a two (2) year term. It is office work, with regular flex time to attend