Coordinator of Committee and Secretariat

Stockholm – our capital city with millions of dreams, expectations, and ambitions. We work for everyone living here today and in the future. Now we are looking for you who want to think big, new, and differently with us – for the people of Stockholm.

Do you want to work right in the heart of our societal mission – close to both politics and operations?

The Södermalm District Administration is looking for a coordinator of the committee and secretariat who wants to contribute to structure, quality, and legal security in the committee's and secretariat's work.

Here you will have responsibility in a central and important team for the administration where service, accuracy, and joy at work are in focus. We care about always providing a good experience for those who turn to us.

Welcome to us

The team you will coordinate consists of archives, registration, and committee secretariat.

Our workplace is located in pleasant and modern premises on Virkesvägen in Hammarby Sjöstad.

We offer

• wellness allowance
• good favorable prices at Stockholm city's swimming halls including various gym chains
• flexible working hours
• winter and summer working hours
• the possibility to partially work from home if the work allows
• the possibility of vacation exchange which means five or six extra vacation days.

Your role

As a coordinator of the committee and secretariat, you act as a link between employees and the manager. You take responsibility for the whole, create structure and continuity. You distribute tasks, follow up, and support colleagues in prioritizing and developing work methods. The team consists of employees with clear and important roles and is characterized by a strong culture of collaboration. We support each other when needed, for example during absences, and see it as a given to share knowledge and experiences. As a coordinator, you play an important role in both safeguarding and further developing this culture, among other things by ensuring that work methods and competencies enable us to be backups for each other.

The assignment also includes being responsible for the administration related to the district committee and social delegation.

You report to the department manager.

Your main tasks also include:

• coordinating and supporting the team and together driving the operations towards set goals and implementing governing documents in practice
• coordinating and developing the committee process including administering committee meetings and serving as an important control function in the process. You check in with case officers and decision-making managers to ensure that the schedule for when matters should go to the committee works smoothly
• coordinating information between the committee and the administration
• supporting case officers and managers with decision-making materials and answering questions about the case process and systems
• being responsible for revising the delegation order and for competency development
• investigating and writing decision-making materials, including in cross-committee issues
• being the contact person for the public and media, answering questions and guiding further when needed
• being part of a network for committee secretaries.

Evening work is included about two evenings a month in connection with information committee (digital) and committee meetings (physical).

Your qualifications and experience

We are looking for someone who

• has several years of experience working as a committee secretary within municipal operations
• has good knowledge of the laws and regulations that govern municipal decision-making
• has an understanding of formal language, work processes, case preparation, and decision flows
• has experience coordinating committee and secretariat functions
• is educated in, for example, public administration, political science, law, or has other education that we assess as equivalent
• easily works in various programs of the Office suite and digital case management systems
• has good knowledge of the Swedish language, both orally and in writing.

It is meritorious if you have

• experience working in the City of Stockholm
• experience with the document management system Platina, the financial system Agresso and/or eVald (approval of fees)
• experience working in registration
• knowledge of archives and information management.

Personal abilities and skills

To thrive and succeed in the role, you are service-oriented, meticulous, and action-oriented, with a focus on creating effective and well-functioning processes. You have a secure, professional, and factual approach that instills confidence in both members and managers as well as employees.

You work in a structured manner and plan long-term, while also being flexible and able to quickly adapt when circumstances change. With your good communication skills, you build strong relationships, ensure that messages get through, and that decisions made are followed up.

You are used to planning and prioritizing your work, meeting deadlines, and maintaining structure even when circumstances change. We place great importance on personal suitability as well as your commitment and motivation for the assignment.

Other

In this recruitment, we do not use personal letters, which means you should not attach one. In assessing your application, we will only consider your CV and a number of questions you will be asked to answer when applying for the position. We wish for you to answer concretely and briefly to the questions, and that there is a clear connection between your answers and your CV.

In this recruitment, psychological tests may be included.

We see diversity as enriching and welcome all applicants.

The City of Stockholm works with competency-based recruitment aimed at recognizing each person's competence and thus counteracting discrimination.

Welcome to the Södermalm District Administration!

Södermalm is a cultural and vibrant district in the inner city with engaged residents and a big heart. Here, you can truly make a difference. Together with our Södermalm residents, we are developing an even better district to live, work, and reside in.

As an employee with us, you have a secure employment with fair conditions, where we believe that diversity and a balanced gender distribution contribute to strengthening our operations. We like to think outside the box – we hope that you who are applying want to develop Södermalm together with us!

Here you can read more about the Södermalm District Administration and you are also welcome to visit our website (https://start.stockholm/om-stockholms-stad/organisation/stadsdelsforvaltningar/s%C3%B6dermalm/).