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Executive Assistant (Legislative)

Job Type: 
Administrative Support
Organization: 
MD of Taber
Job Description : 

This is a full-time position reporting to the CAO with some oversight from the Director of Corporate Services. The successful candidate requires considerable knowledge and experience in local government proceedings, the Municipal Government Act and Freedom of Information and Privacy Act. Key strengths for this position are an ability to prioritize daily and future work plans, exceptional communications and interpersonal skills.
In this key role, you will be responsible for a wide range of complex and confidential administrative duties in a dynamic municipal environment.

RESPONSIBILITIES

The Executive Assistant (Legislative) is responsible for:

  1. Agenda Preparation & Council meetings:
    1. Ensure agenda reports are prepared properly and prepare reports if required.
    2. Scan approved agenda material into electronic form and ensure all FOIP information has been removed.
    3. Upload an electronic copy of the agenda and prepare email to Council/Staff/Media regarding agenda
    4. Coordinate and distribute copies of the agenda to Council and Management.
    5. Schedule appointments with public for Council meetings.
    6. Take minutes at Council, Agricultural Service Board, Committee Meetings, Water Commissions, Public Hearings and various other Committee Meetings and ensure distribution to members.
  2. Completion of Council Minutes Post Council meeting
    1. Ensure Resolutions are processed properly
    2. Compile Resolutions in Action Tracker to ensure completion in a sufficient time frame.
    3. Maintains and updates files and record systems of Council minutes, by-laws and correspondence.
  3. Acting as a liaison between the general public, community organizations and the CAO.
  4. Prepares correspondence on behalf of Council/CAO.
  5. Administrative and scheduling support for the CAO.
  6. Front-line responsibility for maintaining council and staff calendar and for coordination of Council attendance at events. Posting calendars to website.
  7. Follow-up with general public on inquiries.
  8. Orders food and/or meals as required for Council and CAO events.
  9. Assists with Municipal Elections.
  10. Provides backup coverage for the Communications Coordinator.
  11. Acts in any role that may be assigned by the Municipalities Emergency Management Team which includes participating in appropriate training and working in the Emergency Coordination Centre as required.
  12. Follows safety legislation, Municipal policies, directives and safe work procedures and be a contributor in the ongoing support of the MD of Taber’s Safety Program.
  13. Assist customers at front counter regarding purchasing residential, commercial and industrial lots.
  14. Complete Land Transfers, Affidavit Re: Value of Land, Agreement for Sale, Development Agreement, Foreign Ownership Documents.
  15. Obtain municipal required signatures for transfer documents, submit signed documents to Lands Titles for registration and provide closing documents to purchaser.
  16. Managing positive relationships with the general public, community organizations, Council, municipal staff, and other stakeholders.
  17. Commissioner of Oaths.
  18. Assist and provide support to the FOIPP coordinator in responding to information requests.
  19. Performs other related duties as assigned or required.

Requirements

QUALIFICATIONS

The successful candidate will have:

  • Paralegal training or a Bachelors’ degree in Political Science, Public Administration or a related field with a minimum of five (5) years of relevant experience in a similar role; ideally within a local government environment.  An equivalent combination of education and experience may be considered.
  • Demonstrated experience with performing detailed administrative duties and legislative interpretation with minimal direction.
  • Ability to work independently, organize workload and set priorities, while at the same time demonstrating an ability to adapt within a context of fast-changing priorities and deadlines.
  • Ability to embrace and thrive in a dynamic, fast-paced work environment.
  • Excellent written and verbal communication skills.
  • Strong attention to detail and accuracy of work.
  • Ability to establish and maintain effective relationships and communications with the general public, staff, and external agencies.
  • Initiative and judgment are required.
  • Demonstrated ability to act with tact and discretion in managing highly confidential, sensitive or political matters.
  • High level of proficiency with MS Office, Virtual Meetings technology, and related office software.
  • Alignment with the MD of Taber’s Values of Community, Service, Teamwork, Integrity, and Innovation.
  • Confidentiality is required.

This position requires completion of a Police Information Check and a valid class 5 AB. Driver’s license. 

Closing Date: 
November 13, 2020
Application Return: 

Interested individuals are invited to email a resume to:

Municipal District of Taber
4900B 50 St
Taber, Alberta T1G 1T2

Email: scrombez@mdtaber.ab.ca 

Resumes will be accepted until a suitable candidate is found; however, applications will be reviewed commencing on October 30, 2020. We thank all applicants; however only those invited for an interview will be personally contacted.