Job Description:

Job Type: Full-time Permanent

Closing Date: Open until suitable candidate found

Compensation: $79,552 – $90,005

 

Job Summary:

 The Assistant Chief Administrative Officer provides senior administrative, legislative, and operational support to the Chief Administrative Officer and assists in the overall management of municipal operations. The position coordinates legislative services, special projects, policy development, strategic initiatives, communications, and interdepartmental activities, and serves as Acting CAO in the CAO’s absence.

Duties and Responsibilities:

 

• Supports the CAO in the preparation and management of Council meetings by;
  • Attending all regular, special, and committee meetings of council,
  • Assisting with agenda item review and preparation,
  • Recording and ensuring the distribution of resolutions and meeting minutes,
  • Researching and making recommendations for the CAO for resolving outstanding issues/questions from Council and/or Council meetings,
  • Acting as CAO at Council meetings when the CAO is absent.

 

• Maintains and updates RM by-laws, policies, and other communication by;
  • Ensuring all required by-laws and resolutions are current, and readily available for Council, Administrative, and or public review,
  • Ensuring legislative compliance with The Municipal Act and other applicable federal and provincial legislation,
  • Overseeing records management, document retention, and archival practices in accordance with legislative requirements,
  • Ensuring municipal records, by-laws, policies, resolutions, and agreements are accurately maintained and readily accessible,
  • Preparing Administrative Reports as directed for items such as: funding requests, Council conference attendance,
  • Drafting resolutions of Council and following up to ensure action on all authorized items,
  • Capturing, preparing for signature, affixing seal, and filing minutes of Council and Committee meetings from information provided by CAO,
  • Maintaining a file of all books of by-laws adopted by Council,
  • Ensuring the creation of an efficient electronic database and hardcopy filing system for by-laws and policies,
  • Researching best practices and drafting municipal by-laws and policies,
  • Recommending updates to by-laws and policies as required,
  • Attaining and maintaining a full knowledge of all current RM by-laws and policies,

 

• Drafting, in a clear, concise, and thorough manner, new and revised by-laws, policies, and associated Administrative Reports for CAO/Council
• Oversees projects/initiatives as assigned by the CAO by;
  • Gathering available information, direction/resolutions, and or authorities,
  • Researching best practice,
  • Ensuring efficient record retention and (electronic) filing of documentation and decisions,
  • Writing reports, recommendations, and Administrative Reports; ensuring appropriate authorizations occur,
  • Ensuring the assessment and or evaluation of the project/initiative; providing the information to the CAO/Council as directed,
  • Leading and coordinating municipal initiatives, as assigned,
  • Coordinating interdepartmental projects and initiatives to ensure consistency, efficiency, and timely completion,
  • Acting as a management representative on the Workplace Safety & Health Committee,
  • Managing the RM’s Wheelchair Services of Manitoba Program.

 

• Supports the budget process by;
  • Preparing and/or presenting to Council (and/or Committee of Council) the annual budget, under the direction of the CAO
  • Creating, maintaining, and/or overseeing systems and processes required to ensure accurate and timely response to Council requests and the implementation of Council direction and approvals.

 

• Retains a thorough working knowledge of RM’s financial systems and processes by being

aware of;

• Financial records and capital projects,
• Accounting records including tax rolls, assessment rolls, and subsidiary ledgers,
• Assessment Rolls,
• Outstanding debts,
• Tax sale processes,
• Processes required for the collection of utilities and the processing of payables; acting as back-up for principal staff as required.

 

• Provides general support to the CAO by;
• Preparing documents for federal and provincial grants,
• Maintaining all official agreements with the municipality, which includes the distribution, filing, noting expiry dates, and appropriate follow-up,
• Overseeing the maintenance and ongoing development of the RM’s webpage,
• Acting as the RM’s Access and Privacy Coordinator under the Freedom of Information and Protection of Privacy Act,
• Acting as a member of the Municipal Emergency Coordination Organization or Emergency Operations Centre as required,
• Attending Board of Revision meetings and taking minutes,
• Drafting correspondence replies for the CAO’s review/signature,
• Assisting the CAO in creating and implementing communication strategies,
• Support municipal communications initiatives,
• Acting as a Commissionaire of Oaths as required
• Responding to other requests for information and or support as required

 

• Assumes the duties of the CAO in their absence, exercising authority as required.
• Other duties as assigned by the CAO.

 

Knowledge, Skills, and Abilities:

• Thorough knowledge of the Municipal Act.
• Strong financial skills as they pertain to rural municipal environments.
• Ability to research and formulate concise, accurate reports, policies, by-laws, and other documents.
• Ability to establish priorities, work independently, and proceed with objectives with minimal supervision.
• Ability to effectively manage projects and new initiatives.
• Working knowledge of Microsoft Office (Word, Excel, PowerPoint, and Outlook) and exposure to, or ability to learn, additional software packages.
• Strong interpersonal skills to effectively and respectfully manage concerns related to the public, employees, and other stakeholders.
• Ability to coordinate, organize, problem solve, and work with a high level of independance.

 

Qualifications and Certifications:

• Certificate in Manitoba Municipal Administration (CMMA)
• Leadership-level experience in a rural municipal environment (5 years minimum),
• Degree or diploma in Public Administration, Business Administration, Political Science, or a related discipline is considered an asset.
• Experience in policy and by-law writing.
• Experience supervising others is an asset
• Valid Class 5 driver’s license.
• Satisfactory Criminal Record Check

 

Working Conditions and Physical Demands:

• Light/office duties.
• Ongoing, daily use of computer equipment, technology, telephone, and other office equipment.
• Vocal communication and hearing are required for expressing or exchanging ideas and providing directions by means of the spoken word.

 

Submit resume in confidence;

• By mail or in person in a sealed envelope marked APPLICATION – Assistant Chief Administrative Officer (ACAO), Attention Carli Maxim, 3021 Birds Hill Rd, R2E 1A7
• By email to: maxim@eaststpaul.com

  For more information, please contact;

Carli Maxim – Human Resources Rural Municipality of East St. Paul (204) 594-4403

 

The R.M of East St. Paul wishes to thank all candidates for their interest in this position, however, only those individuals considered for an interview will be contacted.