Overview Reporting to the Corporate Officer, the Deputy Corporate Officer is an exempt, professional level administrative position which involves a wide range of responsibilities carried out under strict deadlines, and in a fast-paced environment. The Deputy Corporate Officer will act as the Corporate Officer, when required. The Deputy Corporate Officer is responsible for protecting confidential information, exercising courtesy, tact, and diplomacy in the exchange of non-routine information with elected officials, City employees and the general public. They perform duties that provide support to Council and the department team. Responsibilities Assisting in the organization of the statutory duties and administrative tasks as set out in the Community Charter. Assist the Corporate Officer to fulfill all statutory, legislative, and regulatory requirements as set out in the applicable legislation. Responsible for the process of meeting scheduling, preparation and distribution of agendas and materials for Council and Committees, and public hearings; bylaw preparation; distribution of all supporting material and minutes, decisions, instructions, and resolutions of Council to appropriate parties. Perform follow-up activities resulting from Council meetings, including transcribing, and distributing minutes, ensuring that resolutions are in proper format and certified, tracking committee and commission actions and preparing follow up correspondence and bylaws. Assist the Corporate Officer to fulfill Deputy Information and Privacy Coordinator responsibilities and administers the BC Freedom of Information and Protection of Privacy Act (FOIPPA), including file preparation, correspondence, and timely response coordination. Responsible for supporting Administrative and Council policy management including the regular housekeeping of policy files, proofreading of new policies, oversight of the numbering system and publication of public facing policies. Assist with contract and agreement management including housekeeping files including updating and maintaining a database for all contracts and agreements, support by proofreading draft agreements reviewed by the Corporate Officer. Assisting the Corporate Officer with implementation of the Citys records and information management system and administration, monitoring, maintenance, archiving and destruction of records. Support the systems administration and maintenance of software such as I-Compass, for internal stakeholders. Supports membership maintenance and administration such as UBCM that supports municipalities, Council, and corporate affiliations. Undertakes special projects and performs other duties as assigned, in accordance with departmental and corporate objectives. Coordinate logistical aspects of Council attendance at conferences, meetings, seminars, and special events. Performs a variety of clerical work including maintaining records, files and correspondence. All employees shall work in accordance with the City of Fernies Safety Management System. Other duties as assigned. Minimum Qualifications Degree or diploma in Business Administration, Legal Studies, Local Government Administration, or a related field, or an equivalent combination of education and experience. Two (2) years of progressively responsible administrative experience in a municipal or legal environment is preferred. Knowledge of the Community Charter and Local Government Act as they relate to the position. Proficient in Microsoft Office programs (Word, Excel, Outlook, PowerPoint). Knowledge, Skills & Abilities Knowledge of principles and practices of the Corporate Officers role, including agenda management and preparation, records management, and the legislative process. Effective written and oral communications skills with ability to organize, compile, and maintain complex and extensive records, prepare reports, correspondence, procedures, and other written materials. Ability to deal with highly sensitive and confidential issues. Strong attention to detail and accuracy in all work. Skill in producing neat, accurate minutes. Works well independently and meets deadlines. Strong sense of ethics and ability to handle sensitive and private information. Ability to work collaboratively, cooperatively and productively with all outside agencies and organizations including senior government officials. Ability to prioritize, pivot and manage conflicting demands. Contact Email: Corporate Officer Lavinia McElwee c/o Human Resources City of Fernie, 501 3rd Ave, PO Box 190 Fernie, BC, V0B 1M0 or email #J-18808-Ljbffr
Job Title
Deputy Corporate Officer