▪ Attends Council, committee, commission, and working group meetings during regular work hours and occasionally after regular hours, as required.
▪ Coordinates in-person and virtual meetings, including the configuration and setup of virtual meeting room technologies, hosting the virtual meetings, and facilitating the participants joining the virtual meetings.
▪ Record and prepare minutes with complex resolutions at an efficient and accurate level with a clear understating of Council’s intent and strong knowledge of meeting procedures, legislated requirements, and processes ensuring accurate, concise motions from complex discussions.
▪ Acts as a resource for Council and Management during meetings by bringing forward municipal policies, bylaws, legislation and/or previous decisions of Council where there is a potential impact on organizational plans, services, objectives, operational effectiveness, and finances.
▪ Expedites meeting information in respect to Council and/or Committee Member decisions, such as in the form of a motion or resolution, to the appropriate recipient(s) who can act on direction provided and create an “Action List” for resolutions passed by Council that require administrative action to be taken for Management’s accountability of follow through.
▪ Protects privacy, use information appropriately, and maintain the confidentiality and security of all information related to employees, businesses, and residents of Smoky Lake County.
▪ Maintains the County’s “Agendas & Minutes” webpage and Meeting Management website platform.
▪ Ensures all Council, Boards, Commissions and Committees meeting minutes and documents are permanently retained.
▪ Assists in the creation and editing of bylaws and policies, as well as ensures previously amended or repealed bylaws and amended or rescinded policies are recorded appropriately.
▪ Provides support to meeting members and staff in researching minutes and meeting decisions. Provide information and conduct research as requested by the CAO and Council. Supports the activities of several committees, including agenda preparation, minute taking, compiling reports, researching specified topics, and sourcing of supportive materials, correspondence, records and reports.
▪ Prepares and distributes any County Council Meeting agenda packages.
▪ Facilitates venue bookings and catering services for special events, meetings or workshops as required.
▪ Provides confidential administrative support for the Reeve and CAO.
▪ Electronically maintains meeting schedules for Council through Microsoft Outlook Calendar and coordinates scheduling of conferences, workshops, and meetings on behalf of Council and manage the timing processes and procedures involving Council events.
▪ Ensures registrations and accommodations requirements are met to attend conventions, conferences, training sessions, external meetings, etc.
▪ Monitors the general email address for the County and addresses or distributes emails to appropriate staff.
▪ Provides the FOIP Coordinator assistance periodically when required.
▪ Performs other duties as directed by the CAO.
