Job Description: Board Secretary

Organization: Kingston Police Services Board
Location: Kingston, Ontario
Job Category: Job Posting
Job Type: Contract
Salary: $$40 - $50/hour - Hourly Rate

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Board Secretary

The Kingston Police Services Board is the governing authority for policing in Kingston.

Please note this is a part-time, contract position.

The Board is seeking candidates for the position of Board Secretary.  The Secretary provides administrative support to the Board and ensures that Board operations are in compliance with statutes governing the Board and its responsibilities.  The Board is committed to selecting the best available candidate and is interested in candidates possessing a combination of formal education and related job experience. 

Education and Experience

• Post-secondary diploma/degree in business or office administration.
• Five years’ experience in an administrative position directly supporting executive-level staff and/or an oversight body.
• Experience in a municipal or policing setting an asset.

Skills, Abilities, and Work Demands

• Strong understanding of senior level office administration.
• Ability to utilize strategic thinking to find solutions for emerging issues.
• Exceptional time management skills, with a demonstrated ability to multitask, adjust priorities, and work in a fast-paced and demanding environment.
• Superior writing and editing skills in the English language and the ability to produce concise, high-quality correspondence, reports, presentations, proposals, etc. using Word, PowerPoint, Adobe, and Excel.
• Capacity for strong attention to detail to ensure accuracy, professional appearance, and completeness of documents.
• Ability to maintain a high degree of confidentiality and discretion in dealing with sensitive or confidential information.
• Strong interpersonal and public relations skills to enable tactful, diplomatic, and professional interaction with members of the Kingston Police, government officials, and the public.
• Demonstrated ability as a self-motivated individual who can work under minimal supervision.
• Demonstrated independent judgment in the planning, prioritization, and execution of complex projects and new initiatives.
• Ability to acquire an in-depth knowledge of legislation governing policing and an ability to read, analyse, and interpret reports, directives, and legislation impacting the Board and the police service.
• Strong organizational and record-keeping skills.
• Ability to coordinate logistical aspects of meetings and special events.
• Keyboarding skills of 60 wpm.
• Proficiency in recording and producing minutes of proceedings and official correspondence without direction or review.  Shorthand considered an asset.
• Ability to sit for long periods in one position while recording and/or attending meetings, researching and compiling data, or working on a computer to produce time-sensitive documents.
• Ability to travel and to work overtime and flexible hours when required.
• Possession of a valid Class G driver’s licence.
• Required to obtain and maintain a satisfactory police record check and background check suitable for working in a police environment.

Job Summary

Under the general supervision of the Chair of the Kingston Police Services Board, the Board Secretary supports the Board through the provision of confidential and high-quality administrative and secretarial duties and by acting as a resource person and liaison between the Board and its various stakeholders. 

This is a part-time contract position, and hours of work will vary with Board requirements and could include evenings and weekends.  The successful candidate will be required to be available for Board meetings, whether as part of its regular schedule on the third Thursday of each month (or as determined by the Rules of Procedure By-Law as amended) or as required for special meetings or work of board committees.

The successful candidate will be required to acquire an in-depth knowledge of the following:  the Police Services Act and associated regulations, as amended; federal and provincial legislation applicable to police services boards; and standards for police governance as issued by the Ministry of the Solicitor General.

Duties and Responsibilities

• Act as confidential secretary for the Police Services Board in all matters and ensure that the Board Chair is kept informed of urgent issues.
• In consultation with the Board Chair, prepare all agendas for Board meetings based on correspondence received, scheduled reports, and current issues, and disseminate as required. 
• Record and transcribe minutes of all Board meetings, taking care to capture discussion and decisions accurately and in keeping with legislated requirements.
• Schedule and coordinate regular and special meetings, including Board committee meetings and meetings held via virtual platforms.  Arrange meeting venue or refreshments as required.  Coordinate delegations wishing to address the Board in accordance with the Board Rules of Procedure By-Law.
• Post the public meeting agendas, reports, and approved minutes to the Board web page on the police service website in accordance with the Board Rules of Procedure By-Law.  Maintain general information on the Board webpage and update as necessary.
• Maintain electronic and paper records in relation to Board agendas and minutes in accordance with Board policy.  Archive agenda packages to electronic files by yearly indices.
• Conduct telephone or e-mail polls as required to address routine time-sensitive matters requiring approval by way of Board motion and ensure that a confirming resolution is passed at the next regular meeting.
• Monitor Board obligations and request or provide mandatory reports as per legislation or Board policy.  Research and prepare reports on topics as directed by the Chair and/or Board motion and on topics that may affect Board business.
• Act as liaison with the Chief of Police in obtaining reports in relation to grant agreements, legislated reports, or reports required by Board policy or Board motion.
• Fulfil the requirements of the Protocol for the Sharing of Information between the Board and the City of Kingston.
• Maintain the Board Policy Manual and review for revisions as required.  Draft or revise Board policies as required.
• Handle incoming correspondence for the Board in accordance with Board policy.  Respond directly to routine matters and prepare responses for approval of the Chair as required.  Compose correspondence on the Board’s behalf, including letters to employees, government agencies, associations, and the public.
• Maintain and purge Board records in accordance with its Municipal Freedom of Information and Protection of Privacy Act and Records Management By-Law. 
• Facilitate the orientation and swearing-in of new Board members.  Maintain a current orientation binder for new members. 
• Maintain files on all Board members, including dates of appointment, and ensure timely follow?up with the Government of Ontario and the City of Kingston regarding member appointments and reappointments.
• Monitor Board expenses so as to remain within budget and to prepare an accurate forecast for the following year in consultation with the Board Chair.  Monitor budget cost centres for the Board and notify the Board Chair if unanticipated expenses arise.
• Arrange for payment of Board honoraria from City Payroll Services and reimbursement of Board expenses through the Kingston Police Finance Unit.
• Register Board members for conferences and seminars and arrange accommodation and/or travel as required.  Arrange for payment of annual memberships in approved associations.
• Participate in required seminars, training, or courses to ensure effective support to the Board.  Attend meetings and conferences of the Ontario Association of Police Services Boards and Canadian Association of Police Governance on behalf of the Board as required.  Travel may be required from time to time.
• Comply with the requirements for use of a City of Kingston Purchasing Card for purchases within the approved signing authority.  Maintain a record of all expenses applied against the purchasing card and forward the required Purchasing Card Expense Form and itemized receipt to the Kingston Police Finance Unit for processing.
• Assist the Board committee assigned to collective bargaining as required; incorporate negotiated changes in collective agreements; and arrange for signature and distribution of finalized collective agreements.  Maintain current and archived collective agreements and ensure transmission of new agreements to members, the Ontario Association of Police Services Boards, and the Ministry of Labour.  Ensure that the annual civilian seniority list is provided to the Association as required by the relevant collective agreement.
• Respond to media enquiries by providing information, referring the enquiry to another appropriate source, or arranging an interview with the Board Chair.
• Respond to general enquiries from municipal, provincial, or federal government representatives; other police services boards; the Ontario Association of Police Services Boards; and the Canadian Association of Police Governance.  Answer general enquiries from the public and the media with respect to provincial legislation governing the Board, Board policies, and Board decisions.  Relay enquiries as required to the Board Chair.  Check telephone messages and e-mail remotely from time to time when not in the office and action any item that is urgent.
• Liaise with various unit heads within the police service as required with respect to administrative matters and the implementation of Board policy.
• Assist the Board as required with the compilation of strategic plans and annual reports in accordance with legislation.
• Ensure that all equipment used for Board work is maintained in good working condition.

Application Instructions

This is a part-time contract position with the Board.  The initial contract will be for one year starting on or soon after September 1, 2021, and is renewable subject to satisfactory performance and upon mutual agreement.  Upon hire, compensation will be based upon an hourly rate of $40 to 50 per hour, subject to the experience and qualifications of the selected candidate.  Candidates are invited to submit, by way of the online application process for Kingston Police Services Board - Board Secretary, a letter outlining their qualifications and experience, as well as a detailed résumé, addressed to the Chair, Kingston Police Services Board, 705 Division Street, Kingston, Ontario K7K 4C2.  The closing date for this position posting is Friday, August 27, 2021.

Candidates will be screened based on matching their qualifications to those required for the position.  Testing may be conducted as part of the selection process.  The awarding of this contract is subject to a satisfactory police record and background check and agreement to uphold and maintain confidentiality.  The Board thanks all applicants for their interest; however, only those selected for an interview will be contacted.

Personal information submitted for employment is collected under the authority of the Police Services Act and the Municipal Freedom of Information and Protection of Privacy Act and will be used solely to determine eligibility for employment.