Position Posting
Admin Support 4 – Legislative Services
(1 Position Available) Term of Employment:Full-Time, Term (Approximately 6 months)
Rate of Pay:Band 4: $30.24 - $33.04 per hour (Subject to CUPE 1015 Agreement)
Location:City Hall
Duties:
Reporting directly to the Manager, Legislative Services, the Admin Support 4 position is responsible for providing key administrative support to the legislative services team.
Minutes and Agendas:

• Provides initial communication for Council meetings; prepares the agenda, including: report tracking, report manager approvals and workflows, updates and distribution of the agenda.
• Posts the agendas to the City's webpage.
• Conducts the initial setup in Council Chambers prior to meetings.
• Attends Council meetings; records minutes, submits the draft for review and final approval, uploads minutes to the City's webpage.
• Enters all motions into the motions listing, and ensures notifications are sent out through the meeting management system if required.
• Provides guidance and support to staff on the development of reports, and submissions into the meeting management program.

LA/FOIP:

• Reviews monthly financial reports, ensuring redaction is properly completed.
• Provides assistance with internal and external LAFOIP requests.

Reporting:

• Prepares reports for inclusion on agenda packages.
• Provides guidance, research and support related to the development of documents for Legislative Services.

Prepares Documents

• Prepares documents for signing, verifying accuracy; receive documents from departments, document tracking, prepare signing cover page, seal/file all signed documents.
• Prepares correspondence and briefing notes.
• Maintains financial security listing.
• Prepares templates for agreements/documents as required.
• Prepares purchase orders, p-card statements, and completes invoicing.

Record Keeping:

• Establishes and maintains corporate records and files.
• Scanning, filing, archiving, typing, file maintenance and document retrieval.
• Collects, sorts and distributes departmental mail.
• Assist with development and maintenance of records inventory and retention schedule.
• Maintains records management software.

Insurance

• Provides support regarding insurance related matters, mitigating risk to the City through proper risk management
• Maintains all insurance documents: certificates of insurance, policies, claims, files, etc.
• Acts as the main point of contact for all City departments for insurance inquiries, filing and handling claims as required.
• Coordinate insurance renewal and ensure proper asset valuations are in place to accurately reflect insurance coverage required.
• Invoicing third-party organizations for their premiums

Other:

• Acts as a liaison between the legislative services team and other city departments to resolve conflicts and ensure legislative compliance.
• Provides administrative support to the City Clerk, Manager, Legislative Services, and Legislative Services Coordinator.
• Works with the department to coordinate and develop education sessions for staff.
• Assists with the planning and administration of elections, by-elections, plebiscites and censuses.
• Provides information and direction to City departments on Legislative Services initiatives and programs.
• Conducts research for the Office of the City Clerk.
• Provides City Hall tours to visitors, answers general public and staff inquiries.
• Addresses concerns, inquiries and questions regarding legislative services activates.
• Provides customer service, both in-person and over the phone.
• Arranges meetings, room bookings, and meeting room set up as required.
• Other related duties as required.

Schedule:
Normal working hours are Monday through Friday 8:00 a.m. to 5:00 p.m., however there may be the occasional requirement to work outside of these standard hours.Qualifications:

• Post-secondary Diploma or Degree in Legal Studies, Business Administration or a related field, combined with five years' experience in an administrative field.
• Completion of, or working towards, National Advanced Certificate in Local Authority Administration (NACLAA) would be considered an asset.
• Strong computer skills with proficiency in Microsoft Office, Word and Excel.
• Working knowledge of accounting software is required.
• Ability to multi-task, direct work, stay organized and maintain a strong attention to detail.
• The ability to complete time restricted deadlines while maintaining accuracy.
• Strong communication skills; the ability to maintain professionalism and converse in-person and through written correspondence with all levels of staff, stakeholders and the general public.
• Exceptional time-management skills with the ability to manage competing priorities while maintaining accuracy.
• Ability to work independently and effectively with a team.
• Exudes a high standard of ethics and confidentiality.
• Strong attention to detail.

Pre-Employment Requirements:

• Satisfactory Criminal Record Check.
• Successful applicant must provide proof of qualifications.
• Applicants with international education will be required to include an Academic Credential Assessment with application.

Closing Date:September 5, 2024Posting Type:Internal & ExternalApplication Information:The City of Lloydminster offers consistent working hours that afford a positive quality of life, a competitive salary/benefit package, and is an equal opportunity employer. If you have questions or require further information on this position, please contact us. All applications must be sent to the Employee Relations team and received by the closing date.

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