Welcome to the Municipal Executive Administration – where we shape the future of Haparanda!

Our mission is to drive important issues within democracy, HR, communication, community and business development, as well as ecological and social sustainability. With us, we work to create a dynamic and sustainable municipality where everyone can thrive and develop.

The Secretariat Unit at the Municipal Executive Administration is a central support function for the municipality's operations. Here, ten employees work with matters such as committee administration, registration, communication, guardianship activities, vehicle coordination, as well as reception and switchboard. Together, we create structure and quality in the organization and meet residents and colleagues with good service, professionalism, and joy at work.

We are now looking for a committee secretary/registrar who wants to become an important part of the municipality's committee administration and document management. In this role, you will work closely with both elected officials and civil servants and contribute to ensuring efficient and legally secure processes.

Your Responsibilities

As a committee secretary, you will work with the administration and coordination of political committee meetings. You will be responsible for preparations, invitations, meeting documents, and minutes, as well as contributing to quality assurance of decision-making materials. In this role, you will provide support and advice to case officers and managers and may also conduct training sessions in committee administration. You will drive and participate in development work related to committee administrative processes and collaborate closely with the political leadership.

In this assignment, you will have many points of contact within the organization and work closely with both civil servants and elected officials. You will be part of a team with your colleagues in the secretariat. You will have primary responsibility for the committee administration of one of the municipality's committees but may also support other committees as needed. The assignment also includes contributing to the municipality's work with the general elections.

In the role of registrar, you will be responsible for ongoing registration, which involves receiving and handling incoming and outgoing documents, registering cases in the document and case management system Ciceron, and coordinating the release of public documents. You will also be an archive officer and responsible for order in the local archive as well as deliveries to the central archive.

Together with colleagues, you will contribute to developing common routines for registration and document management in the municipality and have a supportive role in matters concerning the municipality's case and document management.

Your Profile

We place great emphasis on your personal qualities and your ability to work independently but also in collaboration with others. You have good administrative skills and deliver high quality and service in your work. You are meticulous and have a structured way of working and are used to being flexible and handling multiple tasks at once. Good ability to communicate in Swedish, both spoken and written, is very important in this position.

To thrive in the role, you are structured, meticulous, and solution-oriented. You have a good ability to plan, prioritize, and contribute improvement suggestions. Since we work closely together – civil servants and politicians – we are looking for someone who is relationship-building and enjoys collaboration.

Qualifications

We are looking for someone with relevant academic education, preferably with a focus on political science, public administration, archive and information science, or other education that the employer deems equivalent. We would also like you to have experience working in public operations and an understanding of how a politically governed organization functions.

Legal education and/or experience in municipal law is an advantage, as well as previous experience as a committee secretary or registrar.

• Good knowledge of MS Office
• Good ability to communicate in Swedish, both spoken and written, is very important in this position

Welcome to us at the secretariat!