Assistant to Council Committees

**Requisition ID**:43708

**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 engaging workplace. Working at the City of Vancouver and within the public service can be a rewarding career where you play a key role in ensuring impartial and equitable access to services, upholding ethical governance, and addressing the needs of citizens with integrity and dedication.

**Main Purpose and Function**
This position in the City Clerk’s office supports City Council operations by playing a key role preparing council meetings, taking minutes during the meetings and supplying post-meeting services for City Council and its committees. The position provides meeting services for regular, committee and special meetings of Council, public hearings as well as business license and chauffeur permit hearings and some meetings of Council-appointed advisory committees.

**Specific Duties/Responsibilities**
- Leads the preparation of Council meeting agendas by liaising with departments and report authors to track reports, ensure they are submitted to the document management system, properly formatted and receive the necessary inter-department approvals in readiness for review by the City Manager, all on established timetable.
- Ensures approved meeting agendas are assembled accurately and sent to the advance distribution list of recipients and posted to City website per department procedure.
- Prior to the Council meeting, prepares the minute and other meeting documents base on the agenda, ensure the agenda is upload to the Creston meeting management system and schedule the video system to record the meeting.
- Tracks and liaises with members of the public and community officials who would like to speak to Council at its meetings and process correspondence for Council meetings and hearings.
- Minutes the decisions made at the meeting, operate the Creston audio visual and meeting management system and assists the meeting chair and other with parliamentary procedure and meeting management advice as required.
- Prepares the decision-based minutes and ensure they are completed, distributed and posted to the City website according to the department procedure.
- Distributes any requests made of staff and prepare motions and correspondence for other agencies or levels of government regarding the decisions of Council.
- Maintains all Council and meeting records up to date and filed in the appropriate locations in the corporate document management systems.
- Provides support to some of the City’s civic agencies.
- Assists the committee by preparing a proposed annual calendar of meetings and scheduling the time and place for the meetings once the calendar is confirmed.
- Liaises with the committee chair and members to assist with the distribution of the agenda and other committee materials and determining attendance and absences to best inform quorum requirements.
- Prepares decision-based minutes of each meeting and ensures they are distributed and posted to the City website.
- Assists the committee by distributing their correspondence to Mayor and Council and other elected officials following appropriate City protocols for the distribution of such correspondence.
- Occasionally handles the committee member intake process, supporting the nominating committee and leading the appointment process.
- Other duties as assigned.

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

Knowledge, Skills and Abilities:

- Sound knowledge of government governance structures and systems, the role of Mayor and Council, the legislation and supporting bylaws that govern the City as well as record management practices and systems.
- Advanced understanding of Microsoft Office and SharePoint software, Adobe Acrobat and Contribute software and meeting AV system and software, preferably Crestron and SLIQ Technologies.
- Thorough knowledge of agenda preparations, minute taking and Council meeting protocols including formal rules of procedure.
- A keen sense of accuracy and attention to detail and the ability to produce products