The vendor is required from qualified proponents with demonstrated knowledge and experience providing administrative support services for a board or committee.
- Include for services:
• Secretarial services to the board
• coordinating board activities
• Working with confidential information
1. Secretarial services to the board
• Handling public inquiries about the board process.
• Check mail, email, and telephone messages/voice mail daily and convey all messages to the chair of the board immediately.
• Keeping informed of all board activities.
• Recording and preparing all minutes of meetings and hearings,
• Organizing all meetings and hearings, including the booking of rooms, arranging refreshments, collection of supplies, etc.
• Provide an annual tally of services offered by the board for department annual reporting purposes, including the number of appeals, hearings, matters settled by hearing and matters settled by mediation or other, and an estimate of the number of enquiries.
2. Coordinating board activities:
• Handling all correspondence, activities and reports brought to the attention of the chair
• Ensuring all parties concerned are notified in advance of upcoming meetings or hearings following established procedures,
• Arranging and coordinating all travel activities of the board members, and
• Following any established policies, procedures and protocols adopted by the board,
• Complete honorarium forms for payment to board members
3. Working with confidential information:
• Ensuring the protection and confidentiality of board records by ensuring all records are collected from board members when the matter is concluded and property stored to ensure for client privacy and the confidentiality of personal information.
• Establishing a schedule for the disposal of client records and ensuring that once the timeframe stated within that schedule has expired, the records along with the schedule are provided to the government archives branch for proper disposal and storage.
• Storage of documents should only include the final decision by the board when a matter is subject to a hearing by the board and supporting documents used to decide on a matter.
• Ensure that all other documents are destroyed.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: April 15, 2025