Clerk Iii

**Requisition ID**:43174

**Organization**

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable and environmentally sustainable cities. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, reconciliation, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

**Main Purpose and Function**
A member of the Board Support Team, the Board Support & Meeting Assistant provides a key role in the facilitation and delivery of Board meetings and provides complex and confidential administrative support to Park Board Commissioners, Park Board Senior Leadership Team, and Manager, Exec Office and Board Relations.

**Specific Duties/Responsibilities**
- Coordinates board report and presentation submission process (for all meetings, including confidential/In Camera) to ensure materials are ready for GM review: provides instructions, submission guidelines, and reminders to report authors; provides support with document formatting and templates; checks policy references and links are correct; ensures necessary staff/departmental concurrences obtained
- Reviews, formats, posts and distributes board meeting materials: agendas, reports, presentations, motions, and minutes, etc. (for all meetings, including In Camera)
- Assists with the formatting, preparation and confidential review of member motions
- Creates and posts speaker sign-up form online; generates speaker reports; tracks/saves correspondence
- Prepares meeting scripts, speaker lists, correspondence summaries, and final consolidated meeting decks (for all meetings, including In Camera)
- Schedules web stream, tests and troubleshoots meeting room A/V, loads presentations
- Attends meetings and provides back-up A/V and meeting clerk support (including In Camera when needed);
- Drafts meeting highlights; posts and distributes final report
- Creates and posts meeting video clips, decision documents and other meeting materials
- Updates decision tracking documents and distributes to relevant staff
- Distributes Board enquiries to staff; prepares responses for distribution at the next meeting
- Provides research services for past decisions
- Organizes/orders catering and supervises catering set-up and clean-up;
- Prepares and prints materials for meeting packages; supervises assembly of meeting binders, room set-up and clean-up
- Assists with collecting and preparing orientation, briefing, and other Board reference materials
- Provides back-up to meeting clerk to provide
- Prints, organizes and maintains official board records for archival purposes (minutes, reports, presentations)
- Responds to public and media enquiries and drafts responses on behalf of Commissioners
- Provides speaking notes for Commissioners when not officially representing the Board/Chair
- Assists with drafting member motions
- Assists with confidential Commissioner FOI requests
- Maintains event calendar for Commissioners; works with event organizers and protocol offices on Commissioner invitations, roles/participation and protocols;
- Manages multiple Outlook mail and calendar accounts, including Commissioner accounts
- Books travel and tracks expenses for Commissioners
- Provides general administrative support to Park Board Commissioners, Senior Leadership Team (as needed for Board/meeting related matters) and Manager, Exec Office and Board Relations
- Other duties/responsibilities as assigned.

**Minimum Qualification Requirements**
Grade 12 graduation supplemented by courses/training in administration, business writing, meeting management, Microsoft Office, and parliamentary procedure (e.g. use of Roberts Rules or Order and/or a municipal procedure bylaw) plus considerable related experience or an equivalent combination of training and experience.

Knowledge, Skills and Abilities:

- Working knowledge of the formal rules of procedure used in committee and board meetings.
- Working knowledge of government governance structures and systems, the role of Park Board Commissioners, the legislation and supporting bylaws that govern the City and Park Board, as well as record management practices and systems.
- Thorough knowledge of agenda preparations, minute taking and Board meeting protocols including formal rules of procedure.
- Ability to use Microsoft Office (Word, Excel, Outlook & PowerPoint), Adobe Acrobat, Contribute & CMS website update software, meeting AV systems and software (Crestron), and online webstream tools (currently SLIQ).
- A keen sense of accuracy and attention to detail and the ability to prod