Board Secretary

Halmstads kommun · Vollzeit

Stationsgatan 48, Halmstad, Schweden

Would you like to work close to the municipality's decision-making and contribute to ensuring that both the board process and the handling of public documents function well? As a board secretary and registrar at the Department of Technology and Property Management, you will have an independent assignment where structure, service, and legal security go hand in hand. Your work tasks You coordinate the administration for the Technology and Property Management Board and manage the department's registry. The position is located in the management support unit and involves close collaboration with department management, managers, case handlers, and elected officials. Your work includes: planning and coordinating the board's case preparation, following up on materials and reviewing the formalities of service reports and decision proposals together with case handlers administering meetings, notices and documents as well as writing minutes and managing review, publication and dispatch of decisions coordinating review of the delegation order and reporting of delegation decisions as well as providing support on questions regarding board process regulations handling shared email, physical mail, case filing and matters in Ciceron coordinating disclosure of public documents and supporting the department in searches, confidentiality assessments and secure handling of documents managing near-archives, preparing transfers to the municipal archive and coordinating updates to the information management plan. You also provide the department with advice on personal data in documents, disclosure and publication, as well as support in working with data processor agreements. You develop procedures and working methods for the board process and document management, introduce new employees in these areas and participate in the municipality's board secretary and registrar network. Your qualifications We are looking for you with: relevant university education in public administration, political science or law, or alternatively other relevant education and experience that the employer considers equivalent experience in qualified case management within public administration, through board administration, other decision-making processes or registry work, with independent responsibility for materials, documentation and deadlines knowledge of the Local Government Act, the Administrative Act as well as public access and confidentiality legislation and the ability to apply them in your work basic knowledge of archives, data protection and information security, including secure handling of personal data and data processor agreements very good Swedish in speech and writing as well as good familiarity with digital document and case management very good knowledge of Office 365 Experience with administrative IT support systems Experience of independent board secretary work throughout the entire board process is particularly meritorious. Other merits include: experience in registry and disclosure work, preferably combined with board work experience in archive work, information management plans or practical data protection work experience with Ciceron, development of administrative working methods or introduction and training of colleagues experience from municipal technology and property management advanced courses in the areas covered by the role Class B driver's license. You work in a structured manner and have a natural ability to create order and keep both materials and deadlines organized. You can prioritize when multiple matters need to be handled simultaneously and enjoy working in a role where collaboration and service are a natural part of your daily work. With your ability to provide professional support and make rules and procedures understandable to others, you contribute to a secure and well-functioning department. What we offer you An independent and varied assignment where you get to follow cases all the way from incoming document to decision and archiving. You work close to both the department and the democratic decision-making process, with many contact points and the opportunity to influence and develop working methods within board processes and document management. Through the municipality's professional network, you also have the opportunity to exchange experiences and collaborate with colleagues in other departments. With us you also get security and balance in your work life - with collective agreements and vacation exchange for increased flexibility. You have 25 vacation days until age 39, 31 days from age 40 and 32 days from age 50. In addition, we offer various benefits including fitness subsidies and a benefit cycle so you feel good and can manage in the long term. Other information A security clearance may be required before employment. The Department of Technology and Property Management contributes to making Halmstad an attractive city to live in and visit. We develop, build and manage the municipality's public spaces such as streets, squares, parks, forests, nature areas and the municipality's premises. We are also responsible for event coordination and sports and leisure activities to promote public health by collaborating with and supporting associations. When you work in Halmstad Municipality, you create meaning by shaping, strengthening and enriching people's everyday lives - whoever you are. For us, collaboration, balance and the opportunity to develop, both as a professional and as a person, are important - we are the workplace where you get more out of life! Read more about us here.