Assistant to Council Committees

**Assistant to Council Committees (Meeting Coordinator)**:
**Requisition ID**:36138

**Company**
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 cities and is working towards being the greenest city in the world. 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, decolonization, 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**
This position in the City Clerk’s office supports City Council legislative 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 licence hearings and most meetings of Council-appointed advisory committees.

Reporting to the Director, Legislative Operations, with strong linkages to the City Clerk, the position has considerable contact with elected officials, senior City staff, outside organizations and officials as well as members of the public.

**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 an 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, the incumbent will prepare the minutes and other meeting documents based on the agenda, ensure the agenda is uploaded to the Creston meeting management system and schedule the video system to record the meeting
- The Meeting Coordinator will also track and liaise 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
- During the meetings, the incumbent will minute the decisions made at the meeting, operate the Creston audio visual and meeting management system and assist the meeting chair and others with parliamentary procedure and meeting management advice as required
- Following the meeting, the incumbent will prepare the decision-based minutes and ensure they are completed, accurate, distributed and posted to the City website according to the department procedure
- After the meeting, the incumbent will also distribute any requests made of staff and prepare motions and correspondence for other agencies or levels of government regarding the decisions of Council
- The Meeting Coordinator will keep all Council and meeting records up to date and filed in the appropriate locations in the corporate document management systems
- Other duties/responsibilities as assigned

Specific Civic Agency Responsibilities:

- Meeting Coordinators are also responsible for providing support to some of the City’s civic agencies
- The incumbent will assist the committee by preparing a proposed annual calendar of meetings and scheduling the time and place for the meetings once the calendar is confirmed
- The Meeting Coordinator 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
- The Meeting Coordinator prepares decision-based minutes of each meeting and ensures they are distributed and posted to the City website
- The Meeting Coordinator will also assist the committee by distributing their correspondence to Mayor and Council and other elected officials following appropriate City protocols for the distribution of such correspondence
- The responsibility for handling the committee member intake process, supporting the nominating committee and leading the appointment process is a portfolio of tasks that may be rotated between meeting coordinators

**Qualifications**
Education and Experience:

- Completion of Grade 12 supplemented by courses or training in business writing and Microsoft Office and considerable related experience in the areas of meeting management and parliamentary procedure (e.g. use of Robert Rules or Order and/or a municipal procedure bylaw) or an equivalent combination of training and experience
- Minimum five years of experience in a government governance