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Position Summary

JOB POSTING

Council Clerk

Full Time

 

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 flowering plant, məθkʷəy̓, which grows in the Fraser River estuary.  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 məθkʷəy̓ plant. 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.

 

 

Duties:

  • 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.

 

Job Knowledge and 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 at 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, 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.
  • 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.
  • Ability to maintain confidentiality.
  • Ability to drive and provide a licensed vehicle for work purposes.

 

Working Conditions:

  • Work is performed in an office environment.
  • Attendance is mandatory at all Chief & Council weekly evening meetings and off site weekend quarterly retreats
  • Valid Driver’s License
  • Successful Criminal Record Check

 

Please apply by emailing your cover letter and resume to Musqueam Indian Band, HR at:

[email protected]

Please write « Council Clerk » on the subject line.

 

Applicants of Musqueam and/or Aboriginal ancestry are encouraged to apply.

 

Posting will remain open until filled.

* We thank all applicants; however, only those short-listed applicants will be contacted.