As a Municipal Boards and Governance Administrator, you will serve as the subject matter expert for 85+ Boards, Commissions, and Committees (BCCs) of Council, in matters of recruitment and appointment of members, interpretation of governance documents, guidance on legislated procedures, and creation of material for the annual Nominations Committee Meeting and the Organizational Meeting of Council. Primary duties include:

• Manage information and systems related to board governance, act as a liaison between Council's BCCs and the City Clerk's Office, and respond to inquiries about BCCs from internal and external customers.
• Monitor and review Council agendas and minutes to document any decisions Council makes with respect to BCC governance, membership, and composition; ensure those decisions are acted upon and communicated to the parties involved.
• Manage the retention of decisions and documents in a records management database.
• Draft Council reports on behalf of the City Clerk's Office when required.
• Respond to public inquiries on the appointment process, qualifications, and potential conflict of interests; guide citizens through the online application process or security clearance; and serve as the first point of contact for any questions related to BCCs.
• Attend the annual Nominations Committee meeting and the Organizational Meeting of Council as a subject matter expert to advise on matters of eligibility requirements, membership, terms length and term limits, or any other questions related to the governance of the BCCs.
• Organize large volumes of membership, vacancy, and eligibility data for Council agendas, including the creation of spreadsheets and graphics as needed.
• Coordinate and execute all correspondence (by phone, email, and letter) required to notify all interested parties of the appointment decisions.
• Publish governance updates on appropriate public and internal webpages.
• Manage information lifecycle, retain, store, and dispose of BCC and governance records.
• Conduct research, design surveys, and gather and analyze information on emerging issues, trends, and strategies that could impact or improve the governance of BCCs.

• The successful applicant must possess one of the following combinations of education and experience:
  • A completed 1 year certificate in Business Administration, Public Administration, Public Policy/Governance or related field, and at least 5 years of relevant experience; OR
  • A completed 2 year diploma in Paralegal, Business Administration, Public Administration, Public Policy/Governance or related, and at least 3 years of relevant experience; OR
  • A degree in Policy, Public Administration, Political Science, or a related field and at least 1 year of relevant experience.
• Experience with the Freedom of Information and Protection of Privacy (FOIP) Act is preferred.
• Experience conducting research, designing surveys, as well as gathering and analyzing information is desired.
• Intermediate to advanced proficiency in Microsoft Office (Word and Excel), Adobe Acrobat Professional, and previous experience working in complex database applications are considered assets.
• Strong communication skills, a high attention to detail, strong organizational skills, and accuracy under time pressure are essential for success in this position.