Position Title: CLERK TO COUNCIL

Reports to: Manager, Administration & Communications

Job Overview

Reporting to the Manager, Administration & Communications, the Clerk to Council is the primary contact regarding Council business and governance. The Clerk to Council manages Council and Committee meetings and governance-related processes, including coordinating meeting schedules, preparing agendas and records, transcribing meeting minutes, and recording directives from Council. This position exercises a high degree of judgement and discretion by working with confidential, urgent, and sensitive items related to governance and decision-making processes.

Organizational Status

The Haisla Nation is the band government of the Haisla people. Our mission is to build a powerful, prosperous and proud community, healthy in mind, body and spirit. We believe in building a strong and thriving community, with healthy and happy members and a sustained and prosperous environment. We are about 1962+ people, with approximately 532 living in Haisla (Kitamaat Village). We have lived off the land and waters of our traditional territory for thousands of years, and it remains the focus of all we do.

Duties & Responsibilities

• Attend and coordinate all aspects of Council and Committee meetings, including scheduling meetings and preparing agendas, minutes, and other meeting documentation within tight timelines.
• Prepare and ensure accurate minutes which reflect motions, votes, and decisions of Council and Committees, while also ensuring compliance with governance policies.
• Review and edit reports and research the history of Council and Committee decisions.
• Distribute meeting packages in a timely manner.
• Publish and/or share meeting records as appropriate.
• Responsible for the maintenance and safe preservation of all HNC documents, band council resolutions, contracts, and agreements.
• Manage all aspects of travel arrangements for Council, ensuring seamless coordination and efficiency.
• Ensure that meeting facilities are properly prepared.
• Collaborate with the HNC Events Coordinator when the Haisla Nation Council is required to attend functions.
• Complete monthly credit card reconciliation, as required.
• Utilize HNC’s Purchase Order System, as required.
• Participate in the usage, maintenance, and enhancement of technology used in meetings and meeting preparation.
• Work with highly sensitive and confidential matters effectively and produce quality, error-free work in a high-pressure environment.
• Support staff and public participation at Council and Committee meetings, including registering individuals to speak at meetings, sharing and following up on documentation requirements, and providing accurate procedural advice.
• Provide cross coverage, support, and advice on meeting management procedures to other members of the Administration & Communications team.
• Perform other related duties as requested.

Skills & Qualifications

• Post-secondary diploma (1 to 3 years) or equivalent in administration or a related field.
• 3 to 5 years of recent experience, including creating meeting agendas and minutes and managing highly confidential information.
• Experience working for a band government or Indigenous organization.
• Excellent interpersonal and communication skills, both verbal and written, with the ability to engage effectively with diverse stakeholders.
• Strong organizational and time management skills, with the ability to manage multiple tasks and deadlines.
• Strong analytical, problem-solving, and decision-making abilities.
• Strong working knowledge of Microsoft Office (Excel, Word, PowerPoint) and various databases, search engines, and Outlook/email.
• Strong working knowledge of Zoom, Microsoft Teams, and other meeting technologies.
• Ability to maintain a high level of accuracy preparing and editing letters, notices, minutes, reports, and other documents or communications.
• Satisfactory completion of criminal records check (with vulnerable sector screening if relevant).

Salary Range: $34.90/hr - $41.06/hr

Position Type: Full-time, permanent

Closing Date: Will remain open until the position is filled.

While we sincerely appreciate all applications, only those candidates selected for an interview will be contacted.