Job Advertisement: Committee Secretary

In Trelleborg, we work together for a growing successful community where life is good. Our 61 villages and 21 districts are creative meeting places that bubble with life. Here we want things, talk about them, and come just as we are. This means we welcome others in the same generous and curious way.

Welcome to take your place on the journey!

The Labor Market Administration in Trelleborg is responsible for labor market issues, financial assistance, the establishment of newcomers, municipal adult education, vocational training, and skills supply issues.

You will have the opportunity to make a difference for people, contribute to skills supply, growth, an important job for both the individual, the municipality, and the region. Together we work to make Trelleborg municipality an attractive workplace characterized by openness, respect, and responsibility, which are our values.

Are you an organized problem solver with good knowledge of public administration and previous experience in committee administration? We are looking for an engaged person for a central role where you will ensure that the administration's committee meetings, documents, and archives maintain the highest standards. In the role of committee secretary, you are a fundamental cog in the democratic process regarding transparency, insight, and public documents.

Job Responsibilities

As a committee secretary, you serve the labor market committee, responsible for leading, coordinating a legally secure and efficient committee process. You are an important link between politics, the service organization, and participate in presidencies and committee meetings. You will have close cooperation with our administration manager, the committee chair, and committee members.

The role requires you to have insight into the entire administration's operations, without being an expert in the various subject areas. Your work involves both administrative and legal tasks, ensuring that processes are carried out correctly and legally securely. Since committee administration does not fill the entire position time-wise, the assignment is designed with additional areas within information management.

• You are responsible for the entire case process, which includes everything from preparations, notices for committee meetings, minute-taking, dispatching cases, and publishing notice documents.
• You are the committee's registrar, responsible for the committee's diary, ensuring that documents and cases are recorded correctly.
• You drive and contribute to improvements in processes, routines related to the committee process and are part of the municipality's network.
• You write service letters, respond to referrals, and participate in investigation assignments.
• You are responsible for updating the administration's delegation order.
• You are the administration's coordinating archive representative and provide support to the organization on issues related to information and document management.
• You are responsible for the committee's document management plan.
• You are responsible for the committee's archives, information systems (analog and digital) that handle public documents/general information.
• You will also have concrete tasks such as opening mail and archive management.
• You are one of the administration's data protection coordinators and are part of the municipality's network.

Qualifications

Education You have an academic degree in social or political science, law, public administration, or another relevant area. Good knowledge of relevant legislation such as the Administrative Act, Municipal Act, Social Services Act, Education Act, Public Access to Information and Secrecy Act, rules regarding public documents, and the General Data Protection Regulation (GDPR).

Experience You have experience working in a politically governed organization, understand how organization and political processes work in municipal operations. Experience in committee administration, information management, information security, and public documents. Experience as a committee secretary in a municipality or with tasks that the employer assesses as equivalent is meritorious. Experience in formulating, writing, and quality assuring various materials and documents. The assignment requires a very high level of proficiency in the Swedish language. It is a requirement to be able to express oneself easily both orally and in writing, as well as having a good ability to capture a message and formulate it in text. Good IT skills, where the Office package is a given, experience with diary and case management systems, where W3D3 is meritorious.

Competencies A desire to be involved, contribute to a service-oriented and structured administrative support to everyone in the organization should be your driving force. You take pride in being the good support to the committee, managers, and colleagues. You meet people in a humble, open way and have the ability to spread positive energy and contribute to a good working environment. The position places high demands on accuracy, sensitivity, the ability to work independently as well as to collaborate and create good relationships. Order and tidiness are a given for you, you take responsibility for your tasks and do not let anything fall between the cracks.

You are responsible, structured, meticulous, and have an eye for both details and the whole. You are proactive, work proactively to solve tasks and drive work forward, and work purposefully to achieve the desired results. Furthermore, you are quality-conscious, have a service-oriented attitude, and are independent in acquiring the knowledge and contacts you need to perform the assignment. You can handle parallel tasks, take responsibility for your work being completed on time, and have the ability to adjust and prioritize tasks based on new circumstances. A prerequisite for succeeding in the role is your ability to create a good administrative structure and find smart ways to work efficiently. When filling the position, personal suitability will play a significant role.

We work with ongoing selection/interviews.

Union contacts: http://www.trelleborg.se/facket (http://www.trelleborg.se/facket)

Please note that we have removed the personal letter from the application process and replaced it with qualification and selection questions. This is for a more inclusive recruitment process and an efficient candidate experience for you applying for a job with us. Your answers will be an important part of our selection work.

Before the recruitment work, Trelleborg municipality has carefully considered recruitment channels and marketing. We therefore firmly request not to contact media sellers, recruitment sites, and similar.