Clerk IV

Requisition ID: 43084

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

The Assistant to Meeting Coordinators is responsible for providing administrative support for City Council legislative operations, including planning and implementing processes to ensure an effective flow of work in support of, and aligned with, Meeting Coordinator tasks and responsibilities and providing support with meeting services for regular committee and special meetings of Council, public hearings, and meetings of Advisory Bodies and Boards.

Specific Duties/Responsibilities

Supports in the preparation of Council meetings in order to assist Meeting Coordinators in achieving strict timelines with:

• Council report tracking, ensuring formatting and proper document management procedures are adhered to by submitting departments
• Proofreads and ensures accuracy of Council and public hearing agendas prior to posting to the City website
• Corresponds with members of the public and community representatives who wish to speak to Council; monitoring speaker email inbox, phone line and correspondence; categorizing, preparing and distributing speakers lists; engaging with, assisting, trouble-shooting and/or providing speaker instructions
• Liaises with appropriate departmental staff respecting Council directives emanating from Council inquiries and tracks all inquiries and motions, approved and defeated, into the Records Tracking System (RTS)
• Maintains RTS document, immediately assigning RTS tasks to appropriate staff and updating RTS document following all Council meetings; delivering up-to-date reports to the City Clerk upon request
• Oversees Legislative Operations tracking documents to ensure budget and data metric requirements are being met
• Reviews and checks Council reports and recommendations, ensuring that recommendations fall within parliamentary guidelines; proactively identifying any improper language to prevent issues during Council meetings - e.g. improper authority, conflict with Procedures Bylaw or other policy; consulting with the City Clerk or Deputy City Clerk to rectify issues that may arise
• Reviews, proof-reads and, as needed, edits Chair's meeting script using business and practical language, anticipating and identifying any communication required by the Chair to share with the assembly and public for meetings
• Updates SharePoint status and aligning with RTS document in preparation for City Clerk or Deputy City Clerk's meeting with City Manager regarding agenda and meeting management
• Maintains and updates Meeting Coordinator templates and checklists; reviews and consults with Meeting Coordinators on a regular basis to identify required updates; makes recommendations to the Director of Legislative Operations when required modifications are identified
• Responsible for tracking of additional materials required for Council meeting functions with utmost accuracy; ensures Meeting Coordinators have information readily available when preparing roll call
• Oversees clerical functions, including production, flow and review of original minutes, records and files system, including timely and proper distribution to archives
• Provides assistance with special projects directly related to the City Clerk's Office, including drafting motions, correspondence and reports for internal and external purposes
• Provides assistance in the Advisory Body function with the drafting and delivery of presentations, narratives and training
• Provides assistance to the Committee Clerk in managing Advisory Body meetings and may assist Meeting Coordinators in managing public hearings or other committee meetings of Council
• Performs related work as required

Minimum Qualifications

Education and Experience:

• Completion of Grade 12 graduation preferably including or supplemented by courses or training in business writing and Microsoft Office with considerable related experience in an official meeting assembly-type environment, preferably including either parliamentarian and clerical meeting coordinator experience or an equivalent combination of education and experience.

Knowledge, Skills and Abilities:

• Considerable knowledge of local government structures and systems, the role of the Mayor and Council, pertinent legislation, bylaws and policies and records management practices
• Considerable knowledge of Word, Excel, Outlook (e-mail and scheduling)
• Working knowledge of parliamentary procedures
• Excellent written and verbal skills with a thorough knowledge of business English including sentence structure, grammar and punctuation
• Very good communication, interpersonal and organizational skills; good judgment, strong initiative and diplomacy are a necessity
• Strong attention to accuracy and detail
• Ability to identify and understand the sensitive, confidential and/or controversial nature of all types of materials related to all Council meetings and handle with appropriate discretion
• Ability to exercise tact and discretion in dealing with confidential and sensitive matters
• Ability to work in a high volume environment with demanding and frequent interruptions and changing priorities
• Ability to research issues by locating, compiling, and summarizing relevant information
• Ability to anticipate and prioritize work efficiently
• Ability to understand and effectively carry out complex oral and written instructions
• Ability to compile and draft reports and correspondence as required
• Excellent keyboarding skills
• Ability to build and maintain effective working relationships
• Ability to work effectively and respectfully as a team member
• Ability to work calmly and effectively under pressure
• Experience working with electronic filing systems, report tracking systems and SharePoint an asset
• An understanding of City Council, its Standing Committees and public hearings is highly desirable
• Experience working with elected officials an asset

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 - 4 days a week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.

Business Unit/Department: City Clerk's Office (1060)

Affiliation: CUPE 15 Non Pks

Employment Type: Temporary Full Time

Position Start Date: February, 2025

Position End Date: July, 2025

Positions Available: 2

Salary Information: Pay Grade GR-019: $34.30 to $40.34 per hour

Application Close: January 26, 2025

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion.

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Once you start your application you can save your work and leave the applications page, however please remember to submit your profile to the specific job requisition before the posting closing date.

In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.