Clerk to Council
About The Position
Reporting to the Manager, Administration & Communications, the Clerk to Council is the primary contact regarding Council business and governance. The Clerk to Council manages Council and Committee meetings and governance-related processes, including coordinating meeting schedules, preparing agendas and records, transcribing meeting minutes, and recording directives from Council. 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.
Requirements
- Post-secondary diploma (1 to 3 years) or equivalent in administration or a related field.
- 3 to 5 years of recent experience, including creating meeting agendas and minutes and managing highly confidential information.
- Experience working for a band government or Indigenous organization.
- Excellent interpersonal and communication skills, both verbal and written, with the ability to engage effectively with diverse stakeholders.
- Strong organizational and time management skills, with the ability to manage multiple tasks and deadlines.
- Strong analytical, problem-solving, and decision-making abilities.
- Strong working knowledge of Microsoft Office (Excel, Word, PowerPoint) and various databases, search engines, and Outlook/email.
- Strong working knowledge of Zoom, Microsoft Teams, and other meeting technologies.
- Ability to maintain a high level of accuracy preparing and editing letters, notices, minutes, reports, and other documents or communications.
- Satisfactory completion of criminal records check (with vulnerable sector screening if relevant).
Responsibilities
- Attend and coordinate all aspects of Council and Committee meetings, including scheduling meetings and 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 governance policies.
- Review and edit reports and research the history of Council and Committee decisions.
- Distribute meeting packages in a timely manner.
- Publish and/or share meeting records as appropriate.
- Responsible for the maintenance and safe preservation of all HNC documents, band council resolutions, contracts, and agreements.
- Manage all aspects of travel arrangements for Council, ensuring seamless coordination and efficiency.
- Ensure that meeting facilities are properly prepared.
- Collaborate with the HNC Events Coordinator when the Haisla Nation Council is required to attend functions.
- Complete monthly credit card reconciliation, as required.
- Utilize HNC’s Purchase Order System, as required.
- 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.
- Support staff and public participation at Council and Committee meetings, including registering individuals to speak at meetings, sharing and following up on documentation requirements, and providing accurate procedural advice.
- Provide cross coverage, support, and advice on meeting management procedures to other members of the Administration & Communications team.
- Perform other related duties as requested.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
Number of Employees
11-50 employees
