LEGISLATIVE ASSEMBLY - GOVERNMENT OF NUNAVUT. Position No. Job Title Supervisor s Position

Transcription

1 1. IDENTIFICATION Position No. Job Title Supervisor s Position Technical Services Officer Director, Corporate Services Department Division/Region Community Location Office of the Legislative Assembly Corporate Services Iqaluit Iqaluit Fin. Code: PURPOSE Main reason why the position exists, within what context and what the overall end result is. Reporting to the Director, Corporate Services, the Technical Services Officer is responsible to the Director for the following four main areas of service. 1 Managing Legislative broadcasting services (A/V, TV, Radio, and Web) 2 Managing technical systems responsible for the collection and production of the daily proceedings in the House, (the Hansard) 3 Managing external online legislative information services (web applications) 4 Contract administration for Legislative Assembly purchases and services. The following positions and contracts report directly to the Technical Services Officer: Hansard technical staff (through Hansard services agreement $400,000 value) AV technicians (through AV services agreement $250,000 value) Assembly Broadcasting contractors (through annual contracts $100,000 value) Technical Services Officer Page 1 September 2007

2 3. SCOPE Describe in what way the position contributes to and impacts on the organization. The Technical Services Officer is critical to the effective and efficient operation of the Legislative Assembly. The position is responsible to the Members, Clerks, (DM and ADM) and the Director for coordinating the management of external information technology services for the Assembly and to those in the public accessing services provided by the Assembly. The position oversees the administration of the contracts necessary for the operation of legislative assembly support services. This includes the provision of audio visual services for sessions and meetings of Members, and the systems necessary for the facilitation of the production of the Hansard. The position oversees management of procurement services including the procedures for public tender and proposal calls, contract facilitation and purchase order management. In addition, the position is responsible for the broadcasting mandate of the Legislative Assembly cable television services to Nunavut communities. As well, the position oversees all web based services in providing electronic media to the public. Working in collaboration with 3 rd party service providers, contracted technicians, technical staff, the Offices of the Assembly s Independent Commissioners and Assembly management, the efforts of the Manager will ensure that the Legislative Assembly has an adequate infrastructure base to allow its elected Members, Commissioners and staff to serve the needs of Nunavummiut both in Iqaluit and in the constituencies that the Members represent. 4. RESPONSIBILITIES Describe major responsibilities and target accomplishments expected of the position. For a management position, indicate the subordinate position(s) through which objectives are accomplished. The Technical Services Officer must establish and ensure strong working relationships with legislative clerks, managers and contract service providers. Much of the work involves planning, supervising, directing and ensuring that systems, procedures and controls are adequately in place to ensure that services to and for the elected Members and their staff are maintained. Major responsibilities are as follows: Broadcasting Services The position administers the Broadcasting system for the Assembly by: Ensuring all documentation is developed, reviewed and followed by Assembly technical staff for the operation of the Assembly broadcasting system. Overseeing the management of the operational contract for the broadcasting system by liaising with the contracted operators, site managers, and the Clerk (DM) and Director on all broadcasting related issues. Maintaining continual interaction between Assembly and the Satellite transmission contractor (Telesat) to ensure that local data backhaul and satellite uplink services remain functional. Maintaining continual interaction between the Assembly and the facilitator of the community receivers (Arctic Co-ops) to ensure that Assembly satellite signals are being received and rebroadcast within each community s local cable system and that the contractor is providing annual maintenance and support to the broadcast network. Technical Services Officer Page 2 September 2007

3 Audio Visual Services The position administers the Audio-Visual system for the Assembly by: Overseeing the management of the operational contract for the audio-visual system (a quarter million dollar annual contract) by liaising with the contracted operators, site managers, and the Clerk (DM) and Director on all AV related issues. Providing on site coordination of the contractor s employees including liaising with the Clerk s Office staff, and providing a means for making emergency purchases; Ensuring inventory control of the multi-million dollar audio-visual system including all parts, pieces, boxes, computers, drives and monitors. Ensuring that contracted service providers are available and ready to go in preparation for meetings of session and standing committees. Ensuring that all tests are done to ensure that all equipment is working prior to meetings of session and standing committees. Ensuring that contractors are available to operate equipment during extended periods including evenings and weekends, and meetings called on short notice. Coordinating with the contract operator the ongoing assessment and where necessary repair and/or replacement of both individual components and core systems within the A/V system Hansard Services The position administers the technical operations for Hansard production for the Assembly by: Overseeing the technical operations for the production of the Hansard (a $400,000 annual contract) by liaising with the contracted operators, site managers, and the Clerk (DM) and Director on all transcription and AV related issues. Coordinating in cooperation with the Management Systems Coordinator, contract Hansard provider and contract A/V operator, the ongoing evaluation, maintenance and where necessary replacement of both individual components and core system components of the transcription system. During session, ensuring the daily uploading of unedited transcripts (the Blues) to the Assembly s internal web site. Ensuring the uploading of final Committee transcripts and Hansard to the Assembly s external web site. Coordinating the establishment of online search capabilities for Hansard and other Assembly documentation. Web Services The Technical Services Officer coordinates all external online information and web media for the Legislative Assembly, including, in cooperation with the Management Systems Coordinator, the administration, upkeep and the contracting of service providers for the operation of 5 websites for the following entities: 1 the Legislative Assembly of Nunavut 2 the Office of the Chief Electoral Officer (Elections Nunavut) 3 the Integrity Commissioner 4 the Languages Commissioner 5 the Information and Privacy Commissioner Technical Services Officer Page 3 September 2007

4 The Technical Services Officer is responsible for the continual review of Assembly websites to ensure that their design and content remain up-to-date. The position is responsible for reviewing the effectiveness of the web sites and their ability to relay information to the general public. The position coordinates all service providers charged with refining the websites to ensure information, links and software remains accurate, active and visually appealing. The Technical Services Officer works closely with the Management Systems Coordinator in sharing information common to both internal and external information web applications. Contract Administration The Technical Services Officer administers the tendering and proposal call process of all major purchases for the Assembly, and assists the Clerks and Directors with their divisional purchases. The position is responsible for negotiating with both Northern and Southern suppliers and contractors for the provision of services to the legislative Assembly. Specifically: The Technical Services Officer directly administers the following contracts for services: - Audio Visual services - Hansard transcription services - Broadcasting services The Technical Services Officer assists the Clerks and Directors by coordinating the advertising and administering of the following major contracts for services: - Cleaning services - Security services - Catering services - Language services - Legal services - Web services - and other major contracts as assigned. The Technical Services Officer administers the procurement services for the Legislative Assembly to ensure all Assembly purchases are in compliance to article 23 of the Nunavut Land Claims Act (Canada), GN NNI policies and policies and decisions of the Management and Services Board. The position is also responsible for the compiling of all contract information on a yearly basis for presentation to the Board and the preparation of the same for tabling in the Assembly on an annual basis. In conjunction with the Clerk (DM) and Director, the Technical Services Officer provides additional services within the Legislative Assembly Building including: Developing and recommending the type and level of services and orders of conduct for audio visual, broadcasting and other service providers; Drafting policies and writing procedures for the use by the Office of the Clerk; Coordinating the logistics for holding events in the Building, including the allocation of any required equipment/services, such as televising, audio, furniture, set-up and take down; Negotiating with suppliers and contractors for the provision of services. Technical Services Officer Page 4 September 2007

5 5. KNOWLEDGE, SKILLS AND ABILITIES Describe the level of knowledge, experience and abilities that are required for satisfactory job performance. The Technical Services Officer will be able to work sensitively in a cross-cultural environment and demonstrate the following knowledge, skills, and abilities: Be a skilled leader and able to participate in shared leadership situations Experience working with senior managers or legislators with current electronic technology Familiarity with current audio visual systems and technology Have strong technology skills with PC platforms and current web technology Developed multi media expertise including CD-ROM production, DVD production, web site design and development and operation Be innovative and a creative problem solver Have strong verbal and written skills in English, however the ability to communicate in Inuktitut would be a definite asset Have a high degree of personal initiative Have the ability to coordinate and facilitate the development of projects Strong organizational and time management skills Ability to work collaboratively yet independently Practical experience in project management and contract administration. Sound communication skills and the ability to develop quality written material. Class 5, Nunavut Driver s license to operate government vehicles. Ability to lead workshops to fellow employees and members would be an asset 6. WORKING CONDITIONS List the unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the incumbent. Express frequency, duration and intensity of occurrence of physical demands, environmental conditions, and demands on one s senses and mental demands. Ability to cope while under stress to meet project deadlines Ability to work extended hours when necessary Ability to have assigned staff and contracted service providers on side to meet your deadlines. Physical Demands Indicate the nature of physical demands and the frequency and duration of occurrences leading to physical fatigue. Ability to spend long hours in front of computer monitor Ability to cope with fluorescent lighting Technical Services Officer Page 5 September 2007

6 Environmental Conditions Indicate the nature of adverse environmental conditions, to which the jobholder is exposed, and the frequency and duration of exposures. Include conditions that disrupt regular work schedules and travel requirements. Potentially hazardous situations by virtue of working proximity to Legislators who may be targets for harm. This is especially true during times where the public may disagree with government policy, times where people are demonstrating in front of the Legislative Assembly building, or times when there is a public service strike and picketers are present. Some travel may be required across Nunavut. Much of the work will involve collaborative team approaches which may be stressful. There will be deadlines for projects which may prove stressful or necessitate additional working hours. Sensory Demands Indicate the nature of demands on the jobholder s senses to make judgements through touch, smell, sight and hearing, and judge speed and accuracy. This position requires concentrated use of eyes, ears, and hands for checking contractor information, and analyzing information on the computer screen or in print. Mental Demands Indicate conditions that may lead to mental or emotional fatigue. The incumbent must enjoy working with diverse interest groups and be able to manage several projects at one time. The manager is a project manager and should have practical experience in project management and contract administration Technical Services Officer Page 6 September 2007

7 7. CERTIFICATION Employee Signature Clerk / Director Printed Name Signature Date I certify that I have read and understand the responsibilities assigned to this position. Date I certify that this job description is an accurate description of the responsibilities assigned to the position. _ Deputy Head Signature _ Date I approve the delegation of the responsibilities outlined herein within the context of the Attached organizational structure. 8. ORGANIZATION CHART Please Attach Organizational Chart indicating incumbent s position, peer positions, subordinate positions (if any) and supervisor position. The above statements are intended to describe the general nature and level of work being performed by the incumbent of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of this position. Technical Services Officer Page 7 September 2007