Department: Board & Information Services
Employee Group: Exempt
Location: 4515 Central Boulevard, Burnaby
Salary Range/ Wage Rate: Corporate Support, Level C1A ($69,378.48 - $81,635.09 annually)

THIS ROLE:

• Provides confidential administrative support to the Board & Information Services Division. Performs diverse clerical and support tasks requiring considerable knowledge of applicable departmental and corporate functions, procedures and practices.
• Liaises with various internal and external contacts to coordinate activities and provide or request information.
• Prepares, processes and maintains records related to bylaws. Prepares correspondence for approval or notification and ensures approvals are obtained in a timely manner.
• Coordinates the signing and sealing of official documents in a timely and accurate manner. Determines the classification of documents for retrieval purposes. Indexes documents and retains in the vault as permanent records. Responds to queries by searching and locating documents.
• Processes directors’ fees and expense reports and responds to queries from elected officials based on the criteria set out in the Remuneration Bylaw.
• May prepare Board and committee agendas, including supporting materials and electronic files.
• Attends committee meetings as required. Records proceedings, prepares minutes and distributes approved minutes to relevant parties.Manages department records in accordance with corporate guidelines. Assists in the analysis of electronic records and manipulates data as required.
• Provides timely, accurate and thorough information and services in response to internal and external requests. Provides general information and explains rules, regulations and procedures applicable to the work of the department.
• Processes, prepares and drafts routine correspondence and reports. Updates and maintains board and committee tracking tools for matters such as requests, contacts lists and agendas.
• Liaises with the Office Supervisor to develop and implement methods and procedures to increase efficiency and accommodate department requirements and work schedules.
• Assists in planning and arranging meetings, seminars, and workshops. Attends to all logistical concerns such as booking meeting rooms, preparing material and equipment, ordering catering, and tracking attendance.
• Performs other related duties as required.