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CITY OF COLWOOD
JOB DESCRIPTION
TITLE: CORPORATE SERVICES ASSISTANT DEPARTMENT: CORPORATE SERVICES POSITION TYPE: FULL TIME UNION POSITION PAY GRADE: PAY GRADE 9 LAST UPDATED: APRIL 2022 NATURE AND SCOPE OF WORK**
Corporate Services is responsible for a wide range of responsibilities in leading a modern Corporate Services department providing services to internal and external stakeholders. This position reports to the Manager of Corporate Services/Corporate Officer with functional supervision from the Coordinator of Corporate Services. The Corporate Services Assistant is responsible for a variety of complex administrative, legislative and customer service functions to support the City.
The Corporate Services Assistant provides specialized administrative support to the Corporate Services Department, assisting the Corporate Officer and the Coordinator of Corporate Services in completion of their duties. This position requires a high degree of interpersonal skills, independent judgement, initiative, tact and accuracy in processing assignments, some of which are confidential in nature.
TYPICAL DUTIES AND RESPONSIBILITIES
- Acts as Committee Clerk for Standing and Select Committees, and Boards coordinating meeting
arrangements, preparing agendas and supporting materials; takes, transcribes, and edits minutes; and follows up on actions and decisions.
- Assists in the maintenance of the corporate wide records management program.
- Maintains agreements and legal documents.
- Assists with Freedom of Information requests.
- Assists in the preparations for elections, by-elections and referendums as required.
- Assists in preparing a variety of routine and non-routine correspondence.
- Assists in the coordination and preparation of elections, by-elections, and referendums.
- Serves as front counter reception as required.
- May be requested to substitute in a more senior position.
- Performs other related duties as required.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
- Ability to function efficiently with mínimal direction to establish and maintain effective working
relationships with municipal officials and other employees, to meet and successfully serve the public on a continuing basis.
- Ability to maintain the confidentiality of matters as required.
- Ability to work well under pressure and to a deadline with attention to detail and manage competing
priorities.
CORPORATE SERVICES ASSISTANT | April 2022
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Thorough knowledge of business English, spelling and punctuation.
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Familiarity and proficiency with Microsoft Office and iCompass.
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Working knowledge of records management practices.
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Working knowledge of the _Local Government Act, Community Charter and Freedom of Information _
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and Protection of Privacy Act_.- Knowledge of legislative practices, procedures and standards.
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Experience taking and transcribing complex minutes.
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Strong written and verbal communication skills.
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Ability to effectively read and interpret information, maintain accurate records and document data
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for corporate records.- Excellent organizational skills.
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Demonstrate proficiency in the core competencies of:
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Adaptability: Willingness to be flexible in a changing environment.
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Relationship Building: Establishes and maintains respectful and cooperative working
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relationships.- Effective Communication: Communicates effectively with others.
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Problem Solving: Recognizes and acts to resolve problems.
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Organization: Organizes the work so that others will understand it in order to achieve the
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City’s goals.- Customer Focus: Provides excellent service to both internal and external customers.
MINIMUM TRAINING AND EXPERIENCE REQUIRED
- Completion of Grade 12 supplemented by education in Local Government Administration; or
equivalent combination of training and experience.
- Minimum 5 years related administrative experience in a local government environment or related
environment; working knowledge of legislation and records management practices applicable to the work and functions of various municipal departments.
- Experience as a recording secretary to committees, council, boards, or commissions.
OTHER
- Will be required to work outside of regular working hours, as operationally needed, to attend and
support meetings.
CORPORATE SERVICES ASSISTANT | April 2022