Lloydminster
Lloydminster, AB
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:
LA/FOIP:
Reporting:
Prepares Documents
Record Keeping:
Insurance
Other:
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:
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.
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.
- 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.
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