Job Description

Corporate Services Coordinator

 Under the direction of the Chief Administrative Officer, the Corporate Services Coordinator will assist the organization in meeting legislative requirements set out in the Community Charter and other relevant statutes and play a key role in coordinating any municipal requests relating to zoning, planning and development, corporate administration functions and programs, research and development relating to any new legislation requirements. You will play a key role in local elections administration, Freedom of Information (FOI) requests, handling sensitive political issues, researching and compiling information for Council and other Committee meetings, reviewing and amending Bylaws and policies applicable to the municipality, overseeing all municipal contract administration, responding to complaints, overseeing records management processes and procedures and assisting with special projects as required by CAO.

Corporate Office Duties and Responsibilities:

• Co-ordinate corporate administration functions and programs
• Ensure Notice provisions under the Community Charter, Local Government Act and Council procedures bylaw are followed
• Oversee records management processes and procedures assist with direction to staff regarding administrative procedures and quality control standards
• Act as Corporate Officer in the Chief Administrative Officer’s absence

Council / Committee Meetings

• Provide staff support for Council Committees, and preparation and distribution of agendas, minutes of meetings including determining agenda content
• Prepare staff reports and material for inclusion in Council meeting agendas
• Assist with assignments (task list) from Council meetings
• Attendance at Council and other meetings, as required

Bylaws and Documents

• Research bylaws, policies, procedures, prepare reports for Council consideration
• Provide guidance and instruction to staff on document preparation and processes
• Ensure sufficiency of bylaw process such as required readings, consents and approvals
• Regular review, monitoring and preparing amendment of Council Policies / Administrative Procedures, as required by the CAO

Corporate Records

• Overseeing all municipal contract administration
• Ensure standardized formats for agendas/minutes and other documents are followed
• Ensure safekeeping measures are maintained for all documentation, including corporate, are filed in accordance with the LGMA Records Management system
• Provide guidance and instruction to staff on Records Management policies/procedures

Elections

• Coordination of local elections administration
• Act as Deputy Chief Elections Officer for elections, by-elections and referenda
• Ensure the preparation of voting procedures
• Assist with the organization, conduct and follow-up of municipal elections and referendums

Freedom of Information and Protection of Privacy Act

• Act as Deputy Freedom of Information Coordinator, assisting with processing of requests for information

• Coordination of requests for records under the Freedom of Information and Protection of Privacy Act

Other Municipal Services/Administrative

• Responding to complaints and liaising with other government, stakeholders to resolve any inquiries/queries received at the Village offices.
• Coordination, research and analysis relating to any planning and development requests or queries including zoning, subdivisions, development variance permits or board of variance requests
• Other administrative/Clerical duties as required
• Other special projects as determined by the CAO or CAO designate

Skills Required

• Completion of Grade 12 supplemented by an Office Administration Certificate and/or further education in Municipal Corporate administration
• minimum 3 years of work experience in a local government environment or governance/administrative position
• experience in corporate administration & grant writing would be an asset
• proven ability to undertake research, communicate effectively and manage frequent and changing deadlines
• superior written and verbal communication skills
• complete proficiency with MS Word, Excel, PowerPoint and other common computer programs
• well-developed and organized time management skills
• positive, energetic approach to work
• ability to deal with the public effectively and courteous
• ability to use discretion and maintain confidentiality
• ability to work with others as a team
• must display professional attitude and demeanor
• Valid BC Class 5 Driver’s License and satisfactory driver’s abstract
• RCMP criminal record check required prior to start date