The Belleville Police Services Board is a five-member civilian board that governs the Belleville Police Service. Under the Police Services Act, the Board is responsible for providing adequate and effective police services to the citizens of the City of Belleville.
The Board is seeking candidates for the position of Board Executive Assistant (EA). The EA provides administrative support to the Board and ensures that Board operations are in compliance with the 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.
Please note this is a part-time position. Hours of work will vary with Board requirements and could include evenings. The successful candidate will be required to be available for Board meetings, whether as part of its regular schedule on the third Thursday of the month (or as determined by the Board’s Procedural By-Law, as amended) or as required for special meetings or work of Board committees. There will be an honorarium of $18,500.00 annually.
There is a probationary period for one year from start date. The position is renewable after the first year subject to satisfactory performance and upon mutual agreement.
To make an application for the position of the Belleville Police Services Board Executive Assistant, you must create an online profile with the Belleville Police Service website (www.bellevilleps.ca > ‘Careers’ > ‘Current Opportunities’), and upload all below documentation as applicable:
- A cover letter outlining your qualifications and experience
- A detailed resume addressed to the Chair, Belleville Police Services Board.
- Copy of Diploma and/or Degree(s) of educational achievements
Additional supporting documentation you may submit includes:
- Letters of reference related to employment or community service
Completed application packages must be submitted no later than Friday, May 10th, 2024. 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 position 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.
JOB DESCRIPTION, BELLEVILLE POLICE SERVICES BOARD EXECUTIVE ASSISTANT
JOB SUMMARY
Under the general supervision of the Chair of the Belleville Police Services Board, the Board’s EA 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.
DUTIES AND RESPONSIBILITIES
1. Act as confidential Executive Assistant for the Police Services Board in all matters and ensure that the Board Chair is kept informed of urgent issues.
2. In consultation with the Board Chair, prepare all agendas, compiling Stand Alone Resolutions, for Board meetings based on correspondence received, scheduled reports, and current issues, and disseminate as required.
3. Record and transcribe minutes of all Board meetings, taking care to capture discussion and decisions accurately and in keeping with legislated requirements.
4. 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’s Procedural By-Law.
5. Ensure the public meeting agendas, reports, and approved minutes are posted to the Board web page on the police service website in accordance with the Board’s Procedural By-Law.
6. 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.
7. 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.
8. Assist Board with Chief of Police and Deputy Chief of Police hiring and testing.
9. Fulfil the requirements of the Protocol for the Sharing of Information between the Board and the City of Belleville.
10. Draft or revise Board policies as required and maintain the Board Policy Manual.
11. Draft or amend Board By-Laws as required and maintain the Board By-Law index.
12. 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.
13. Maintain and purge Board records in accordance with the Board’s Regulate the Retention and Destruction of Records By-Law.
14. Facilitate the orientation and Swearing-in of new Board members. Maintain a current orientation binder for new members.
15. Maintain files on all Board members, including dates of appointment, and ensure timely follow up with the Government of Ontario
16. Arrange for payment of Board honoraria from City Payroll Services and reimbursement of Board expenses through the Belleville Police Finance Department.
17. Register Board members for conferences and seminars and arrange accommodation and/or travel as required.
18. Arrange for payment of annual memberships in approved associations.
19. Participate in required seminars, training, or courses to ensure effective support to the Board.
20. 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 Association, the Ontario Association of Police Services Boards, and the Ministry of Labour.
21. Respond to media enquiries by providing information, referring the enquiry to another appropriate source, or arranging an interview with the Board Chair.
22. 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.
23. Continuous monitoring of Board e-mail account and action items accordingly.
24. Assist the Board as required with the compilation of strategic plans and annual reports in accordance with legislation.
25. Ensure that all equipment used for Board work is maintained in good working condition.
QUALIFICATIONS
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 Belleville Police Service, 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 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.
OTHER WORKING CONDITIONS/ENVIRONMENT
This is a part-time position and hours of work will vary with Board requirements and could include evenings. The successful candidate will be required to be available for Board meetings, whether as part of its regular schedule on the third Thursday of the month (or as determined by the Board’s Procedural 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.
