Executive & Legislative Coordinator - Jobs in Blackfalds, AB

Job Description

Job No: TOB67Location: BlackfaldsAbout UsNow boasting a population of over 11,000, Blackfalds is one of the youngest and fastest growing communities in Canada.Ideally situated in Central Alberta, and in between Alberta’s two largest urban centres, Blackfalds retains the feel and security of a small town while being only a short drive from first, middle, senior and post-secondary education, regional scale shopping outlets, and entertainment.Outstanding recreational opportunities, a robust and diversified economy and affordable land and housing are among the factors contributing to our thriving, successful, and dynamic community.The Town of Blackfalds is seeking an energetic person with a great work attitude as our Executive & Legislative Coordinator. You have an abundance of personal initiative, strong organizational skills, a high level of integrity and political sensitivity you play a key role within the Town of Blackfalds team!As the Executive & Legislative Coordinator, you will provide high level executive and confidential administrative support, as well as assist in ensuring fluid communications, coordination and continuity between Mayor, Council, CAO, and Senior Leadership.You will be responsible for leading and coordinating daily operations of Mayor and CAO offices. You will have primary responsibility of the preparation of Council and meeting agenda packages and meeting minutes in addition to meeting decision follow up and associated processes.You will be responsible to assist in providing legislative, governance and procedural support, including analysis, research and drafting of new policies and bylaws, and other related documents. The position also assumes the role of the Subdivision and Development Appeal Board (SDAB) Secretary, as well as the Returning Officer for Municipal Elections and Census Coordinator.Required Knowledge, Skills & Abilities:

• Excellent working knowledge of The Alberta Municipal Government Act as well as municipal government structure and functionality.
• Excellent judgement, interpersonal and customer services skills.
• Ability to maintain and uphold a high level of confidentiality.
• Strong verbal and written communication skills.
• Excellent interpersonal skills working with Council, Staff, Provincial and Federal government bodies and officials, and the general public in all types of circumstances.
• Competent with MS Office Suite.
• Ability to take a leadership role in projects ensuring positivity, creativity, and innovation on joint projects with other team members while ensuring the CAO is properly informed and involved where needed to make decisions as project sponsor.
• Exceptional problem solving, research and writing skills.
• High level of attention to detail with strong organizational and time management skills.
• A professional and calm demeanor coupled with a strong intuition for dealing with people.

Position Requirements – CAO

• Serve as executive administrator for the CAO by providing a full range of confidential, complex administrative support which includes but is not limited to monitoring and managing the CAO’s calendar, scheduling administrative meetings, preparing meeting agendas, taking meeting notes, and making other necessary arrangements.

• Act as a first point of contact for people wishing to speak with the CAO; gather required background information on requests and respond to general inquiries on the CAO’s behalf.

• Manage event calendar for the CAO, respond to events, schedule appointments/conferences and provide the CAO with support in meeting appointments and deadlines.

• Prepare, proofread, and format various documents / letters as requested.

• When required, receive public complaints, and concerns specific to functional areas, ensuring the proper routing to the appropriate departmental staff member.

• Research and coordinate special projects, activities and events as requested by the CAO and attend special events and other functions as required.

• Coordinate Annual Organizational Meeting including agenda preparation and collaborate with Volunteer Program Coordinator in the recruitment and retention of Board and Committee Member at Large positions.

• Review assess/prioritize, route, answer and follow up action items on such items as correspondence, inquiries, and corporate tasks to ensure timelines and procedures are met.

• Administration and maintain Bylaws, Policies, Agreements and Council Reports ensuring indexes are maintained, and all relevant documentation is current, duly executed and accurately recorded in the information management system. All Bylaws require review minimum every three years.

• Assume the role of Census Coordinator overseeing all functions related to the annual census including hiring, training and supervision of contracted enumerators, working with key staff in required departments, advertising, maintenance, troubleshooting and internal reporting of online enumeration and development of the final report to Council and Municipal Affairs.

• Act as Secretary for the SDAB and perform all related duties, including training of board members, preparation of agenda packages, acting as liaison between appellant, the board and the Town, and communication of any decisions.

• Assume the role of Returning Officer during Municipal Elections and assist in all aspects of the election process.

• Conduct research and provide legislative, governance and procedural support, including analysis and research and drafting of new policies and bylaws and other related documents, such as handbooks, manuals or working papers.

• Organize and maintain CAO’s office filing system, perform such other duties and responsibilities as assigned by the CAO.

Position Requirements – Mayor and Council

• Serves as the main point of contact for all elected officials by providing a full range of confidential, complex administrative support, including managing Council and multiple individual calendars, scheduling meetings with internal/external stakeholders, proof reading and preparing correspondence for signature, composing letters and email on behalf of Mayor and Council, and all other related administrative needs

• Provide exceptional customer service by demonstrating a high degree of professionalism, tact, and political acumen in prioritizing and responding to all inquiries, telephone calls, electronic correspondence, in-person visitors, and day-to-day interactions.

• Send out, maintain calendar invitations, and send reminders to Mayor and Council for all meetings and any other engagements.

• Liaise with Town Council, government officials, municipalities,

• representatives of business or community organizations, the public, and all levels of Town personnel to assist in the exchange of information and

• communicate tactfully with discretion.

• Assist in meeting coordination and in the planning and managing of events hosted by Mayor and Council, providing on-site support, preparation of materials, and any other requirements.

• Monitor and provide input regarding improvements to workflow process, policies and procedures, communication mechanisms, meeting mechanics, or any other function that would enhance the alignment between the function of Town Council and the CAO.

• Receive and distribute incoming mail and electronic correspondence following review and evaluation to identify those items requiring priority attention of the Mayor and Council.

• Register Mayor and Council Members for events, including Mayor and

• Council’s conference registrations and plan for accommodations and travel arrangements.

• Utilize the corporate records management system to ensure effective and accurate records are developed and maintained, including the ability to code, safeguard, and retrieve documents.

Education and Experience

• Post-Secondary degree or diploma in Business Administration or related discipline.
• Education in Local Government Administration is considered an asset.
• Broad understanding of relevant municipal legislation, structure, policies, and procedures.
• Familiarity with the Alberta Municipal Government Act.
• Minimum three (3) years related experience in Executive Assistant / Legislative Assistant or Senior Administrative Support role.
• Commitment to continuous improvement and excellent customer service.
• Must be available to work flexible hours, including biweekly evening meetings and weekend workshops.
• Bondable.
• Commissioner for Oaths

• Additional Requirements:
  • RCMP Criminal Record Check
  • Valid Drivers License with current Drivers Abstract

The Executive & Legislative Coordinator position is a salaried full time permanent position.The position works 35 hours / week which includes attending biweekly evening meetings and weekend workshops.The salary range for this position is $70,896.00 - $81,064.00 / year.The posting remains open until suitable candidate found.Quick Apply

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