Council Clerk Re-post
The Musqueam people have lived in our present location for thousands of years. Our traditional territory once occupied much of what is now Vancouver and surrounding areas. The name Musqueam relates back to the River Grass, the name of the grass is məθkʷəy̓. There is a story that has been passed on from generation to generation that explains how we became known as the xʷməθkʷəy̓əm (Musqueam) – People of the River Grass. Although a metropolitan city has developed in the heart of Musqueam territory, our community maintains strong cultural and traditional beliefs. Today our population flourishes and we are a strong community of over thousand members. To learn more about Musqueam, please visit www.musqueam.bc.ca.
Musqueam Indian Band is seeking a Council Clerk. Reporting to the Office Supervisor and taking functional direction from the Executive Assistant, the Council Clerk is responsible for providing a full secretarial services to the Band Council. The Clerk records and produces the minutes of Council meetings, General Band Meetings, Shareholders meetings, and other meetings as required. The Council Clerk ensures that the Band Council is provided with all related documentation required in their meetings by assembling a Council Meeting Kit and is responsible for distribution of their motions and decisions. The Clerk is also responsible for the development and maintenance of a tracking system to provide easy access to Council motions and decisions.
- Prepares and ensures appropriate agenda items, information, and Council kits are ready, complete, and available for respective meetings.
- Establishes that a quorum will be present, or advises of meeting cancellation or postponement.
- Maintains up to date database of recipient of meetings and extraordinary meetings.
- Records, transcribes types, distributes, and tracks minutes, motions, and council or General Band decisions. Take minutes at weekly meetings held on a weekday evening and in extraordinary weekend meetings. Records decisions, capable of giving insight into why decisions were made, and ensuring non-present Chief and Council are familiar with decisions in meetings.
- Drafts and writes letters and reports when called upon.
- Ensures minutes are accurate and despatch final working draft of the minutes to the following weekly meeting, and 4 weeks after General Band Meetings and extraordinary retreats.
- Finalizes any amendments to the Council minutes, once passed by Council, by making any changes and then creating and completing a meeting folder both hardcopy and electronic that includes the final minutes and all meeting materials both pre and post meeting.
- Prepares and distributes isolated motions for the Band Manager and program heads for the management meeting and their follow up action.
- Coordinates coffee/food for meetings with the MIB Administrative Assistant.
- Assists with organizing special events for Chief and Council with the Executive Assistant
- Maintains confidentiality
- Develops and maintains effective working relationships with Council, Band Manager, colleagues and the Band membership; works closely with the Executive Assistant and Committee Clerk
- Performs related duties for Band community meetings as required.
- Other duties as required
- Prepare pre-meeting documents/kits, attend meetings, record minutes, and prepare follow-up documents within required deadlines for the committees
- Assist with compiling kits for the MIB C&C meetings with the Council Clerk
- Prepare/transcribe minutes and assist with agendas, notices, and follow-up correspondence as required
- Assist with communication and updates regarding meetings and briefings as required
- Cover for the Secretary to Chief & Council for back up and vacation relief
- Arranges snacks for the meetings with the MIB Administrative Assistant
- Maintain attendance of Committee members
- Arrange committee honorariums for community members when they have attended a committee meeting
- Assist with external meeting set up when needed
- Provide reception relief and other administrative support as needed and as time permit
Required Education, Skills and Qualifications
Knowledge & Abilities
- Skill and knowledge usually attained by successful completion of High School and courses and post-secondary training and certification in Business Administration, legal secretarial, or journalism and /or advanced Secretarial Courses combined with 3-5 years in a First Nations or similar administration office in a secretarial role to senior administrative manager or elected Council; or an equivalent combination of skill, knowledge, and experience.
- Ability to take minutes, type minimum 60 wpm, audio typing.
- Expertise software applications and equipment related to the position (Microsoft Office, Adobe, advanced copy machine operation, digital recording equipment, smart boards, etc.)
- Knowledge of Roberts Rules of Order in order to advise management and Council.
- Excellent communication skills, with the ability to communicate effectively with all levels of the organization, from community members to senior business leaders. This includes a pleasant, professional and assertive communication manner.
- Knowledge and experience of similar program delivery in the context of Musqueam or First Nations culture and history.
- Strong computer skills in Microsoft Office and Adobe
- Good interpersonal skills with the ability to build relationships at all levels
- Excellent verbal and written communication skills.
- Strong administrative and organizational skills with ability to meet deadlines
- Is self-directed with the ability to meet deadlines, as well as to prioritize under tight deadlines.
- Excellent organizational skills and is detailed oriented.
- Ability to understand and describe complex governance and business issues.
- Ability to use tact and good judgement in dealing with sensitive and complex issues.
- Proven ability to maintain confidentiality.
- Ability to drive and provide a licensed vehicle for work purposes.
- Work is performed in an office environment
- Some evenings and weekends may be required
- Successful Criminal Record Check
Please email cover letter and resume to: [email protected]
and reference “Council Clerk Re-posting” in the subject line.
Applicants of Musqueam and/or Aboriginal ancestry are encouraged to apply.
Position will remain open until filled.
* We thank all those who apply, however, only those short-listed will be contacted.