Assistant Corporate Officer

Job description

As a central hub in the Metro Vancouver area, the City of New Westminster delivers a broad spectrum of urban services to over 85,000 residents. New Westminster is rich in history with a viable and thriving economy and has a population representative of the diversity of the region. The City is staffed by talented and dedicated employees who work together to achieve its strategic vision. We have earned a proud reputation for civic leadership, service delivery, and outstanding employee relations.

Responsibilities

The City has an exciting opportunity for a detail-oriented team player to join the Legislative Services team. Reporting to the Corporate Officer, you will be responsible to:

• Support legislative processes and protocols for Council and Committee meetings, including managing the preparation and distribution of agenda, minutes, staff reports, and related materials.

• Attend Council and Committee meetings, record accurate meeting minutes, and act as a resource to the Chair with regard to meeting protocol and procedures.

• Act as a Corporate Officer in their absence and from time to time, at Regular Council for Workshop meetings.

• Manage the Mayor and Councillors' inbox, referring matters to appropriate departments and using sound judgment on politically sensitive issues and escalating matters where appropriate.

• Oversee the City's statutory notification processes including but not limited to public hearings and other matters subject to public notice and opportunities to make representations before Council.

• Manage and communicate Council follow-up and action items and ensures Council resolutions are acted on appropriately and in a timely manner.

• Conduct legislative research and analysis on a variety of local government areas and support cross-organizational process changes required to keep operating practices current with legislative requirements.

• Support drafting and reviewing of complex policies, bylaws, and reports.

• Support implementation of organizational-wide corporate administrative changes and develop resource materials to ensure a positive outcome for all staff.

• Review incoming documents (reports, presentations, attachments, etc.) to Legislative Services, ensuring documentation adheres to corporate standards. Follow up as necessary to ensure compliance.

• Review meeting minutes of Committee Clerks to ensure accuracy and compliance to corporate standards.

• Make recommendations for, and support creation of, clearly defined benchmarks within Legislative Services, to ensure consistency in documentation and compliance with corporate standards.

• Manage the annual advisory body recruitment process.

• Oversee Legislative Services software functionality for eSCRIBE and supports the management of EDMS and legislative databases for council resolutions, bylaws, and corporate policies.

• Administer oaths and take affirmations, affidavits and declarations required to be taken under the Community Charter and any other statute related to municipalities.

• Act as the Deputy Chief Election Officer and assist the Chief Election Officer in the planning and delivery of general local elections, by-elections, and processes that require approval of the electors.

• Manage staff, including hiring, scheduling, assigning and reviewing work, coaching and developing, managing performance, and all other people management practices.

• Assist with development and administration of Legislative Services Division's budget.

• Perform related duties in keeping with the purpose and accountabilities of the job.

If you have many of the following skills, we want to meet you!

• An undergraduate degree in public or business administration and completion of courses leading to a Certificate in Local Government or related discipline, and considerable experience in municipal administration; or an equivalent combination of education and experience.

• Considerable knowledge of applicable sections of the Community Charter, Local Government Act, bylaw provisions, municipal election process, office practices and meeting rules of procedures (e.g., Roberts Rules), regulations, and policies.

• Skilled in typing with a high degree of speed and accuracy.

• A track record of solving problems and making decisions in light of established precedence and resourcefulness in resolving new matters under minimal supervision.

• Knowledge of Council, Committee and related advisory body functions, procedures and practices.

• Strong planning and coordination skills, including strong interpersonal skills to remain tactful and diplomatic in highly controversial and politically charged environments.

• You are able to establish and maintain effective relationships with a variety of internal and external contacts including elected officials, senior managers, staff, interested holders and the public.

• Ability to establish clear expectations and effectively resolve differences in sometimes highly adversarial situations.

• Ability to analyze, interpret, and make recommendations on complex issues.

• Sound knowledge of the organization's services and policies as they relate to the work performed.

• Strong attention to detail under tight, competing, and shifting deadlines.

• Strong critical thinking, problem-solving, and decision-making skills to ensure operational needs are met.

• Experience managing a team, including hiring, scheduling, assigning and reviewing work, coaching, developing, performance management, and all other people management practices.

• You are proficient in the use of common office equipment and related programs (e.g., Outlook, Word, Excel, Adobe Acrobat Pro, Tempest, JD Edwards, eSCRIBE (electronic agenda systems), etc.).

• Ability to work evenings to attend Council and Committee meetings.

• Ability to successfully pass and maintain a Police Information Check.

Join a team of enthusiastic and innovative employees, and help us build a vibrant, compassionate, resilient city where everyone can thrive.

We offer our employees great work-life balance, competitive salaries, comprehensive health, benefit and retirement plans (a percentage in lieu of benefits for auxiliary positions), education and training opportunities and challenging and rewarding work.