Council Clerk

Council Clerk

Department: Lower Nicola Indian Administration

Hours: 35 hours per week

Start Date: ASAP

Wage: $25/hour

Reports to: Executive Director

Reporting to the Executive Director, the Council Clerk is the primary contact regarding LNIB Council business and governance. It manages Council and Committee meetings, quasi-judicial boards, manages corporate information governance, including information management and oversight of information access and privacy services.

Performing duties as the Council Meeting Coordinator, this position is instrumental in ensuring the smooth functioning, legislative compliance and sound governance of Council and Council Committees. This position exercises a high degree of judgement and discretion by working with confidential, urgent, and sensitive items related to governance and decision-making processes.

The successful candidate will:

• Attend and coordinate all aspects of Council and Committee meetings, including preparing agendas, minutes and other meeting documentation within tight timelines.
• Prepare and ensure accurate minutes which reflect motions, votes and decisions of Council and Committees, while also ensuring compliance with the Governance Policy.
• Review and edit reports and research the history of Council and Committee decisions.
• Ensure that meeting facilities are properly prepared.
• Participate in the usage, maintenance and enhancement of technology used in meetings and meeting preparation.
• Work with highly sensitive and confidential matters effectively and produce quality, error-free work in a high-pressure environment.
• Establish positive working relationships with staff in Band Administration as you liaise with respect to Council and Committee reports and meetings.
• Support public participation at Council and Committee meetings, including registering individuals to speak at meetings and providing accurate procedural advice.
• Provide cross-coverage, support and advice on meeting management procedures to other members of LNIB Administration team, as required.
• Create agendas, meeting packages, summary of agenda changes, selection sheets, and other meeting documents for Council and Committee meetings
• Edit, format and organize meeting documentation, as required.
• Publish meeting packages, including distributing addenda.
• Provide administrative support to assigned Council and Committee meetings
• Attend meetings, record proceedings and ensure correct indexing
• Participate in the usage, maintenance and enhancement of technology impacting running/tracking of Council and Committee meetings

Qualifications:

• Completion of Grade 12/GED
• An Office Administration and /or a Records Management certificate is an asset
• 5 years of experience applying complex procedures and completing tasks in an office environment
• Demonstrated experience creating minutes and agendas
• Demonstrated experience using information technology systems and tools
• Experience managing confidential information is required
• Experience working in public sector is considered an asset
• The ability to understand and read complex procedures and legislation work in a public forum
• Excellent customer service, written and verbal communication, and interpersonal skills
• Demonstrated ability to set priorities while dealing with a wide variety of concurrent tasks and attention to detail
• Demonstrated ability to work in a fast-paced environment
• Demonstrated ability to work successfully on a team
• Demonstrated ability to employ discretion and tact
• Proficiency in operating relevant computer programs including Google Suite and Microsoft
• Demonstrate service excellence, embracing diversity and promoting inclusiveness
• Demonstrate alignment with the Cultural Commitments.