Clerk III - REPOST

City of Vancouver•Vancouver, BC

4d•Onsite

About The Position

A member of the Board Support Team, the Board Support & Meeting Assistant provides a key role in the facilitation and delivery of Board meetings and provides complex and confidential administrative support to Park Board Commissioners, Park Board Senior Leadership Team, and Manager, Exec Office and Board Relations.

Requirements

Grade 12 graduation supplemented by courses/training in administration, business writing, meeting management, Microsoft Office, and parliamentary procedure (e.g. use of Roberts Rules or Order and/or a municipal procedure bylaw) plus considerable related experience or an equivalent combination of training and experience.
Working knowledge of the formal rules of procedure used in committee and board meetings.
Working knowledge of government governance structures and systems, the role of Park Board Commissioners, the legislation and supporting bylaws that govern the City and Park Board, as well as record management practices and systems.
Thorough knowledge of agenda preparations, minute taking and Board meeting protocols including formal rules of procedure.
Ability to use Microsoft Office (Word, Excel, Outlook & PowerPoint), Adobe Acrobat, Contribute & CMS website update software, meeting AV systems and software (Crestron), and online webstream tools (currently SLIQ).
A keen sense of accuracy and attention to detail and the ability to produce products that reflect the highest standards of accuracy and detail.
Excellent written and verbal skills with a strong knowledge of business English including sentence structure, grammar and punctuation and a demonstrated writing skill.
Ability to interpret and independently carry out written and oral instructions.
Strong time-management skills, ability to prioritize tasks and work independently as well as ability to work under pressure with firm and at times, changing deadlines white remaining calm, respectful and professional.
Ability to take and prepare the minutes of Committee and Board meetings, and to summarize the collective sense of meetings
Ability to meet and deal tactfully and effectively with the public and to maintain harmonious working relationships with administrative officials and other employees.
Ability to maintain confidentiality and security of confidential information is essential.
Ability to use tact, discretion, and professionalism
Ability to focus during meetings and remain in a static position for long periods of time.

Responsibilities

Coordinates board report and presentation submission process (for all meetings, including confidential/In Camera) to ensure materials are ready for GM review: provides instructions, submission guidelines, and reminders to report authors; provides support with document formatting and templates; checks policy references and links are correct; ensures necessary staff/departmental concurrences obtained
Reviews, formats, posts and distributes board meeting materials: agendas, reports, presentations, motions, and minutes, etc. (for all meetings, including In Camera)
Assists with the formatting, preparation and confidential review of member motions
Creates and posts speaker sign-up form online; generates speaker reports; tracks/saves correspondence
Prepares meeting scripts, speaker lists, correspondence summaries, and final consolidated meeting decks (for all meetings, including In Camera)
Schedules web stream, tests and troubleshoots meeting room A/V, loads presentations
Attends meetings and provides back-up A/V and meeting clerk support (including In Camera when needed)
Drafts meeting highlights; posts and distributes final report
Creates and posts meeting video clips, decision documents and other meeting materials
Updates decision tracking documents and distributes to relevant staff
Distributes Board enquiries to staff; prepares responses for distribution at the next meeting
Provides research services for past decisions
Organizes/orders catering and supervises catering set-up and clean-up
Prepares and prints materials for meeting packages; supervises assembly of meeting binders, room set-up and clean-up
Assists with collecting and preparing orientation, briefing, and other Board reference materials
Provides back-up to meeting clerk
Prints, organizes and maintains official board records for archival purposes (minutes, reports, presentations)
Responds to public and media enquiries and drafts responses on behalf of Commissioners
Provides speaking notes for Commissioners when not officially representing the Board/Chair
Assists with drafting member motions
Assists with confidential Commissioner FOI requests
Maintains event calendar for Commissioners; works with event organizers and protocol offices on Commissioner invitations, roles/participation and protocols
Manages multiple Outlook mail and calendar accounts, including Commissioner accounts
Books travel and tracks expenses for Commissioners
Provides general administrative support to Park Board Commissioners, Senior Leadership Team (as needed for Board/meeting related matters) and Manager, Exec Office and Board Relations
Other duties/responsibilities as assigned.