Committee Coordinator

City-of-White-Rock; White Rock; On-site; CAD 55,000 - 75,000; Full time

Job summary

The City of White Rock is seeking a full-time Committee Coordinator to provide administrative and meeting support to Councillor committees, including agenda preparation, minute-taking, and follow-up. This role also serves as the first point of contact at the Administration front counter and may cover the Mayor and CAO's Executive Assistant as required.

Flexibility is needed for occasional extended hours and evening meetings to support municipal business, with a strong emphasis on customer

Qualifications

• Completion of Grade 12 supplemented by related administrative training and experience.
• Knowledge of committee functions and rules of procedure.
• Experience taking meeting minutes and advising on procedures.
• Strong written communication and proofreading skills.
• Ability to handle confidential information and work with elected officials.
• Proficiency in Microsoft Office; templates, mail merges, spreadsheets.
• Experience with eScribe and SharePoint is an asset.
• Passion for municipal governance and public service.

Responsibilities

• Provide administrative and meeting support to Committees of Council, including agenda preparation and minute-taking.
• Operate meeting technology and manage follow-up tasks.
• Serve as front-counter contact and provide coverage for senior staff when needed.
• Support preparation of corporate reports and written materials.
• Collaborate with staff at all levels and maintain confidential information.
• Adapt to extended hours and evening meetings as required.

Skills

Meeting minutes

Microsoft Office

Customer service

Confidential information handling

Team collaboration

Education

Grade 12 + admin training

Tools

Microsoft Office

SharePoint

eScribe

Job description

Job Opportunities

The City of White Rock is proud to be an equal opportunity workplace and is committed to promoting and preserving a culture of diversity, equity, and inclusion.

The City of White Rock is a unique, ocean-side community of 23,000 citizens located half an hour south of Vancouver on the shore of Semiahmoo Bay and is known for its sunny weather, expansive beach, historic pier, delightful restaurants, and sense of community.

Overview

The Corporate Administration Department is seeking a full-time Committee Coordinator to join its team. Reporting to the Deputy Corporate Officer, the Committee Coordinator provides administrative and meeting support services to Committees of Council, including agenda preparation, minute-taking, meeting follow-up, and the operation of meeting technology. In addition, the Committee Coordinator serves as the first point of contact at the Administration front counter and provides coverage for the Mayor and CAO's Executive Assistant and the Deputy Corporate Officer when required. This position is well suited to an individual who is highly organized, customer service-oriented, and collaborative.

Due to the nature of the role, flexibility is required, as the position involves occasional extended hours and evening work to support committee meetings and other municipal business.

Qualifications

• Completion of Grade 12 supplemented by related administrative training; plus sound related experience performing committee, clerical, research, and analytical functions; or an equivalent combination of training and experience;

Requirements

• Considerable knowledge of the committee functions and the rules of procedure used in meetings;
• Comprehensive skills in taking meeting minutes and advising in regard to meeting procedures;
• Considerable knowledge of Microsoft Office programs and current office administration practices;
• Excellent written communication and proofreading skills with an ability to organize, compile, and maintain complex and extensive records and prepare corporate reports, correspondence and other written materials;
• Ability to appropriately handle highly confidential and sensitive information;
• Excellent customer service skills with the ability to establish effective working relationships with elected officials and work collaboratively with staff at all levels of the organization using discretion, good judgment and tact in difficult and sensitive situations;
• Ability to work collaboratively with others and to make a positive contribution to a team environment;
• Ability to prioritize workloads, to work independently with minimal guidelines and supervision, and to perform tasks under periodic work pressure, with the highest degree of accuracy and efficiency;
• Ability to exercise initiative and make decisions in accordance with applicable rules, regulations and policies;
• Proficiency in the use of computer software including Microsoft Office with strong word processing and typing skills and the ability to use and create templates, spreadsheets and mail merges;
• Experience using eScribe and SharePoint is an asset
• Passion for municipal governance, legislative process and public service

The City is proud to be an equal opportunity workplace and is committed to promoting and preserving a culture of diversity, equity, and inclusion. We know that our greatest strengths come from the people who make up our teams and a more vibrant community starts with you! If your experience and education have prepared you for success in this role and you are committed to working in a manner that supports a respectful, healthy, and safe environment.