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Assistant Chief Administrative Officer (ACAO) Employer: RM of East St. Paul Location: East St. Paul, MB Application Deadline: TBD

Job Description:

Under the general supervision of the Chief Administrative Officer (CAO), the Assistant Chief Administrative Officer (ACAO) is responsible for; maintaining/updating RM by-laws and policies, supporting effective communications with residents, supporting the CAO in the preparation/management of Council meetings, overseeing new projects/initiatives, retaining a working knowledge of RM’s financial systems/processes, managing the RM’s Wheelchair Services of Manitoba program, managing the performance of direct reports, providing general support to the CAO and assuming the duties of the CAO as required.

Duties and Responsibilities:
• Maintains and updates RM by-laws, policies and other communication by;
o Ensuring all required by-laws and resolutions are current, and readily available for Council, Administrative and or public review,
o Preparing Administrative Reports as directed for items such as; funding requests, Council conference attendance, tax arrears/tax sales,
o Drafting resolutions of Council and following up to ensure action on all authorized items,
o Typing, preparing for signature, affixing seal and filing minutes of Council and Committee meetings from information provided by CAO,
o Maintaining a file of all books of by-laws adopted by Council,
o Ensuring the creation of an efficient electronic database and hardcopy filing system for by-laws and policies,
o Researching best practice and drafting municipal by-laws and policies,
o Recommending updates to by-laws and policies as required,
o Attaining and maintaining a full knowledge of all current RM by-laws and policies,
o Drafting, in a clear, consise and thorough manner, new and revised by-laws, policies and associated Administrative Reports for CAO/Council approval.

  • Supports effective communications with residents and other stakeholders by;
    o Overseeing the RM’s website, ensuring accurate, timely information, adjustment of the background pictures, and updated scrolling messages as appropriate.
    o Vetting articles and community information for the RM newsletter, and/or electronic media,
    o Reviewing current information and projects for inclusion in RM communications,
    o Drafting relevant articles and/or other information for distribution,
    o Preparing, distributing, evaluating and summarizing (electronic) surveys as required,
    o Revewing, assessing and recommending to the CAO systems and tools to enhance municipal communication,
    o Assisting the CAO in creating and implementing communication strategies,
    o Recommending to the CAO enhanced opportunities for communication and information sharing.
  • Supports the CAO in the preparation and mangement of Council meetings by;
    o Attending all regular, special, and committee meetings of council,
    o Assisting with agenda item review and preparation,
    o Recording, and ensuring the distribution of resolutions and meeting minutes,
    o Researching, and making recommendations for the CAO for resolving outstanding issues/questions from Council and/or Council meetings,
    o Acting as CAO at Council meetings when the CAO is absent.
  • Oversees new projects/initiatives as assigned by the CAO by;
    o Gathering available information, direction/resolutions, and or authorities,
    o Researching best practice,
    o Ensuring efficent record retention and (electronic) filing of documentation and decisions,
    o Writing reports, recommendations, Administrative Reports; ensuring appropriate authorizations occur,
    o Acting as a management representative on the Workplace Safety & Health Committee.
  • Retains a working knowledge of RM’s financial systems and processes by being aware of;
    o Electronic accounting/general ledger system,
    o Financial records and capital projects,
    o Accounting records including tax rolls, assessment rolls, and subsidiary ledgers,
    o Assessment Rolls,
    o Outstanding debts,
    o Tax sale processes,
    o Processes required for accurate payroll information, consistent, timely payroll distribution to employees, the collection of utilties and the processing of payables; acting as back-up for principle staff as required.
  • Manages the RM’s Wheelchair Services of Manitoba program by;
    o Providing information and forms to residents as requested,
    o Receiving physician approvals for services, and forwards documents to Wheelchair Services of Manitoba,
    o Ensuring the confidential processing and retention of program participant information gathered,
    o Drafting Administrative Report required for processing the RM’s services contract and RM portion of the annual fee,
    o Discussing program renewal, and unresolved issues related to the program with the CAO.
  • Manages the performance of direct reports by;
    o Providing, or ensuring the provision of accurate job descriptions, adequate training, coaching and support, timely feedback and performance reviews,
    o Addressing performance issues in an appropriate and timely manner,
    o Recommending to the CAO required disciplinary action including termination,
    o Ensuring adherence to operational procedures and processes, and Workplace Safety & Health Standards.
  • Provide general support to the CAO by;
    o Preparing documents for federal and provincial grants not related to payroll,
    o Maintaining all official agreements with the municipality which includes the distribution, filing, noting expiry dates and appropriate follow up,
    o Acting as the RM’s Access and Privacy Coordinator under the Freedom of Information and Protection of Privacy Act,
    o Attending Board of Revision meetings, and taking minutes,
    o Drafting general correspondence replies for the CAO’s review/signature,
    o Acting as a Commissionaire of Oaths as required.
    o Responding to other requests for information and or support as required.
  • Assume the duties of the CAO in his/her absence, exercising authority as required.
  • Other duties as assigned by the CAO.

Knowledge, Skills, and Abilities:
• Strong writing skills with superior composition and editing abilities.
• Ability to research and formulate consise accurate reports and other documents.
• Ability to establish priorities, work independently, and proceed with objectives with minimal supervision.
• Ability to effectively manage projects and new initiatives.
• Knowledge of accounting and finance procedures.
• Working knowledge in basic payroll and benefits administration.
• 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 independence.
• Knowledge of the Municipal Act considered an asset.

Credentials and Experience:
• Post-secondary education in Public Relations and Communications or a related field.
• Certificate in Manitoba Municipal Administration (CMMA), or willingness to attain within 5 years
• Experience in public communications (3 years minimum), experience in policy writing considered an asset.
• Experience supervising others (2 years minimum).
• Certificate in the Manitoba Municipal Administration (CMMA) considered an asset.
• Experience in municipal government considered an asset.
• Valid Class 5 driver’s license.
• Satisfactory Criminal Record Check.

Expiry Date:
Screening for this position may begin as early as April 25, 2019. However the posting will remain open until a suitable candidate is hired.

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.

Submit resume and cover letter in confidence;

Direct Applications To:

By mail or in person in a sealed envelope marked APPLICATION – ASSISTANT CHIEF ADMINISTRATIVE OFFICER,
Attention Rhonda Tone
R.M. of East St. Paul
Unit #1 – 3021 Bird’s Hill Road
East St. Paul, Mb. R2E 1A7

Email: human.resources@eaststpaul.com

Tel: (204) 594-4403

Application Deadline: Open until filled