Municipal Coordinator

POSITION SUMMARY:

The Municipal Coordinator supports the CAO with general office management, administering and reporting on strategic and corporate planning processes, administering legislative services, and coordinating Town projects, events, and stakeholder engagement. This position is involved in all aspects of workflow, scheduling, deadline control, records management, handling and preparation of reports and correspondence, agenda control, policy development, and acts as the Legislative Secretary for Council Meetings.  The Municipal Coordinator must be knowledgeable about current issues under consideration by the CAO and be familiar with the Town’s position on multiple issues.  High levels of independent action, confidentiality, and responsible decision-making are required. In this role, the Municipal Coordinator will assist in the creation of new corporate systems, review and revamp current systems, administer project management documentation and reporting, prepare agendas and minutes, assist in prioritizing and preparing communications, prepare and review reports, and provide administrative, research, and special project support to the CAO. 

DUTIES AND RESPONSIBILITIES: 

Office Management (including CAO Administrative Support):

• provides general and confidential administrative support to the CAO, and the Senior Leadership Team from time to time, as may be required, including:

  • performing clerical duties, such as word processing, light budget support, maintaining  filing and record systems, faxing, mailing, and photocopying,

• acts as the primary contact for the CAO to coordinate inquiries from the public, residents, government representatives, and other stakeholders,

• maintains and controls access to a variety of confidential, restricted and protected status files, records and documents,

• maintains the corporate meeting calendars,

• coordinates travel, conference, and meeting/event details while managing multiple calendars, including the planning and coordination of appointments, meetings, and events,

• manages daily operations and administrative tasks, including the preparation of support materials (briefing notes, speeches, presentations, correspondence, forms and templates),

• assists in preparation and management of municipal meeting agendas and by utilizing municipal software in accordance with municipal policies and procedures,

• attends meetings, take meeting minutes, and transcribe minutes of other meetings,

• performs review and analysis of records management practices, systems, guidelines and tools, and design, implement and manage enhancement strategies to improve the records management program,

• leads the organization in protecting the integrity and confidentiality of the records management system, including the protection of vital records such as bylaws, policies, and substantive corporate information,

• responds to routine correspondence and drafts complex correspondence for the signature of others, 

• assists Senior Leadership Team identify personnel requirements and coordination of employees to ensure all information business processes are maintained, 

• identifies opportunities or process optimization and automation to improve efficiency and productivity, and

• prioritizes daily tasks, assignments and projects to ensure deadlines are met and to meet the Town’s business needs.

   

Strategic and Corporate Planning Processes:

• applies technical expertise to document and improve strategic and corporate processes, including creating and tracking of key performance indicators and managing the preparation of the Town’s Strategic & Corporate Planning documents,

• provides technical oversight and mentorship to various Town departments, assisting them to develop and update their annual input into corporate and budget planning and reporting documents, and

• facilitates communication with team members and assists in managing changes to project scope, schedule, budget while maintaining documentation and required approvals.

   

Legislative Services (As Legislative Secretary):

       At both Council and Committee meetings:

• receives both open and closed Council and Committee meeting agenda submissions from external delegations, management staff, and Council, 

• prepares meeting agendas for approval,

• distributes agenda packages, 

• advises Council and CAO as necessary during meetings on matters pertaining to due process, in accordance with the Municipal Government Act and Robert’s Rules of Order, 

• records meeting minutes, 

• prepares draft minutes for approval, and

• maintains a summary of Council resolutions and action items and follows up on action items assigned. 

As well:

• assists in the preparation of draft policies and bylaws, maintains control of policy and bylaw administration and is responsible for consolidation of all bylaws, and

• assists with the Administration of the Freedom of Information and Protection of Privacy (FOIP) Act, including coordinating requests for records under the FOIP Act.

   

Other Responsibilities:

• creates and processes confidential material and reports.

• conducts and prepares research, analysis and reports, and responds to internal and external stakeholders,

• liaises with federal, provincial, municipal governments and other agency personnel on a wide variety of matters,

• assists with emergencies by fulfilling EOC roles for which the Municipal Coordinator is trained and qualified,

• collaborates with stakeholders to understand business needs and goals, 

• coordinates and participates in public engagement initiatives to support transparency and accountability goals,

• conducts research providing information and documentation to support ongoing work of various Town divisions or departments, including special project support,

• assists with and/or oversee the planning and execution of special projects and Town events to ensure effective execution of logistics, budget, and stakeholder satisfaction, 

• promotes a safe work environment, ensuring compliance with all government regulations, and Health & Safety policies and practices. Participation on the Town’s Joint Health and Safety Committee, as required, and

• performs other related duties consistent with the job description, as assigned.

   

DESIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent interpersonal and communications skills and ability to deal with people in a tactful, diplomatic and professional manner.

• Demonstrated ability to maintain confidentiality and exercise discretion.

• Demonstrated ability to work in a high stress, multi-tasking environment.

• Ability to work extended hours if required.

• Proven ability to work independently and exercise sound judgment.

• Must be organized, responsible, self-directed, and creative in problem-solving.

• Must have the ability to act with tact and discretion on sensitive issues.

• Demonstrated ability to work independently and make sound decisions with a high degree of objectivity, tact, and diplomacy.

• Knowledge of parliamentary procedures and Robert’s Rules of Order.

• Superior ability to take and transcribe minutes of official meetings, summarize discussions, and maintain official records.

• Considerable knowledge of the Strategic Plan, Municipal Development Plan, the Municipal Government Act and other acts, government regulations and local bylaws.

• Experience drafting bylaws and policies.

• Thorough knowledge of the FOIP Act and experience processing requests.

• Superior knowledge of business English, writing, spelling, punctuation, and arithmetic.

• Thorough knowledge of modern office procedures, practices, and operations, with particular reference to filing and current records management systems.

• Considerable knowledge and understanding of the principles of office management and progressive office procedures and systems, and ability to adapt to changing office technology.

• Demonstrated ability to utilize a variety of software packages.

• Demonstrated proficiency in the use of Microsoft Office at an advanced level and proficiency in the use of various software applications including Microsoft Outlook, Word, and Excel. Advanced abilities with Adobe Acrobat and some proficiency with graphic software such as InDesign or other.

• Excellent Interpersonal skills, including communication, both oral and written, facilitation and collaboration skills.

   

DESIRED EDUCATION/EXPERIENCE: 

• High School Diploma or equivalent. 

• A certificate or diploma in Public Administration, Business Administration or another related field is an asset.

• A minimum five years progressive experience working in a municipality or other public service, with training in the preparation of agendas and minutes, records management, parliamentary procedures, FOIP and other pertinent local government matters.

• A combination of related education and experience may be considered.

• An acceptable Criminal Records Check  will be required.

HOURS OF WORK:     Monday to Friday, 8:30 a.m. to 4:30 p.m. 30-minute lunch break. Overtime hours may be requested occasionally. 

REPORTS TO:                  Chief Administrative Officer (CAO).

COMPENSATION:        A competitive compensation package c/w benefits and LAPP (pension).

APPLICATION CLOSING DATE: 4:30 pm MST, February 28, 2025 

The Town of Barrhead is proud to be an equal opportunity employer that is committed to diversity and inclusion in the workplace. 

#LI-DNI