Administrative Director - Windsor Police Services Board
JOB POSTING #: 2023-0255
POSTING PERIOD: Monday, June 19, 2023 at 8:30 AM to Friday, July 7, 2023 at 4:30 PM
DEPARTMENT: Windsor Police Services Board
UNION: Non Union
POSITION STATUS: Regular Full Time
The Windsor Police Services Board is accepting applications for the position of Administrative Director. The Director provides administrative support to the Board and ensures that Board operations are in compliance with statutes governing the Board and its responsibilities.
Education and Experience
- Post-secondary diploma/degree relevant to this position.
- Five years’ experience in an administrative position directly supporting executive-level staff and/or an oversight body.
- Experience in a municipal or police 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 and the ability to produce concise, high-quality correspondence, reports, presentations, proposals.
- Ability to maintain a high degree of confidentiality and discretion in dealing with sensitive or confidential information.
- Strong interpersonal skills to enable tactful, diplomatic, and professional interaction with members of the Windsor Police, government officials, and public.
- Ability to acquire an in-depth knowledge of legislation governing policing.
- Strong organizational and record-keeping skills.
- Ability to coordinate logistical aspects of meetings and special events.
- Proficiency in recording and producing minutes of proceedings and official correspondence without direction or review.
- Required to obtain and maintain a satisfactory police record check and background check suitable for working in a police environment.
Duties and Responsibilities
- Act as confidential administrator 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. 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 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. Maintain and purge Board records in accordance with its Municipal Freedom of Information and Protection of Privacy Act and Records Management By-Law.
- 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.
- 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.
- Facilitate the swearing-in and on-boarding of new Board members.
- 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.
- 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.
- Assist the Board committee assigned to collective bargaining as required. 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.
- 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.
- Assist the Board as required with the compilation of strategic plans and annual reports in accordance with legislation.
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.