Coordinator, Councillors' Office-PB214

Summary of Duties:

Reporting to the Supervisor, Councillors’ Office and supporting the day-to-day work of the City’s elected Councillors, the Coordinator, Councillors’ Office is responsible for coordinating and executing a wide variety of administrative, constituency, and customer service functions for the Councillors, including those of a confidential and/or labour relations nature.

Work Performed:

• Handle and prepare all manner of correspondence, prepare reports, speeches, minutes, statements, and other documents including those of a confidential nature. Gather information and compile data in order to directly respond to requests from the Councillors and/or their constituency. 
• Research necessary information and support the Councillors’ constituency work by composing, directing and tracking responses to requests both internally and externally. Create and maintain an effective tracking system for customer intake to maintain follow-up and ensure responses meet established standards and timelines, compile related documents, monitor timelines and related tasks and procedures. Keep Council member apprised of status of constituent interactions.
• Assess ongoing and relevant community issues to prepare and coordinate the content and distribution of constituency newsletters. Gather information about community matters affecting the constituency including city projects, community issues or Council agenda items.
• Responsible for conducting initial research and drafting reports at the request of the councillor, incorporate councillor comments to take reports from draft to final stage, and identify opportunities for implementing improvements to report presentation.
• Maintain calendars, schedule meetings, prepare presentations, reports and agendas and track related follow up activities. Make necessary travel arrangements for the Councillors, as required in compliance with associated policies and handle associated bookings and reimbursements.
• Maintain a general working knowledge of Standing Committee and Council agendas, as well as minutes and processes.
• Process accounts for all Councillors and issue monthly expense summaries. Make purchases and arrange for reimbursements as needed, in accordance with the Council Members’ Expense Account Policy.
• Perform a variety of confidential administrative functions including:  prepare, maintain and administer forms related to contract assistants, prepare and distribute agendas and minutes for all meetings and prepare correspondence as required.  
• Responsible for developing office procedures, policies, and practices for individual Councillors.  Coordinate input and collect data and information from various internal divisions and external partners such as agencies, boards, and commissions. Support the development of processes and tools needed to increase efficiencies and improve the effectiveness of council office initiatives and customer service.
• Maintain and archive records, files, and office supplies. Maintain and update the area’s internal phone directory.
• Provide assistance throughout the Clerk’s Office. Provide coverage to other Coordinators, Councillors’ Office as required. Assist in the onboarding of new staff.
• Undertake various special projects related to the area.
• Provide quality customer service by telephone, electronic mail and in person. Receive telephone calls and greet visitors for the Councillors, engage in effective problem solving to respond to inquiries and complaints, provide an initial response, follow up and/or or, where applicable, referring the customer to the appropriate internal or external contact.

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• Liaise, on behalf of the Councillors, with municipal staff, the Mayor’s office, various community groups, external agencies and other government representatives.
• Support with scheduling, development of agenda, coordination of speakers, and preparation of materials and communications for ward meetings and events, including attending ward meetings and functions as required. 
• Remain current in relevant matters, including legislation, regulations, practices, procedures, and developing trends.
• Demonstrate commitment to anti-racism, anti-oppression, and human rights through interactions with community partners, employees and individuals and promote programs and initiatives that reflect this commitment. 
• Demonstrate commitment and adherence to Health and Safety legislation and programs; actively promote a culture of safety. 
• Assist the City Clerk’s Office as needed during the Municipal Elections Process.
• Perform related duties as assigned.

Skills and Abilities:

• Demonstrated customer service focus and ability to prioritize and perform duties with tact, diplomacy and confidentiality in a high-volume environment.
• Ability to discern information that would be of interest or pertinent to the councillors.
• Demonstrated ability to communicate effectively both orally and in writing with staff, senior leadership, elected officials, and the public.
• Demonstrated ability to be an effective team member and contribute to programs and services provided by the team.
• Cultivate strong relationships across the Corporation and community and communicate diplomatically and professionally with all individuals.
• Ability to stay organized in an environment requiring management of several priorities.
• Political acuity to identify and manage issues. Good judgement and the exercise of discretion when dealing with confidential matters.
• Proven ability and initiative to work with minimal supervision and with the utmost discretion.
• Working knowledge of relevant legislation including the Municipal Act, the Municipal Freedom of Information and Protection of Privacy Act, and Council Policies.
• Advanced ability to use Microsoft Suite (Word, Excel, PowerPoint) and other relevant software applications. 
• Ability to work varied hours to meet requirements of the position.

Qualifications:

• Completion of three years of post-secondary education, degree or diploma in Public Administration, Business, Political Science, Legal Studies or equivalent combination of education and related professional and lived community experience. 
• Minimum three years of related senior administrative experience or an equivalent combination of education and related professional and lived community experience.
• Experience in a municipal government environment an asset.

Compensation & Other Information:

$68, 950 - $90, 444

This posting is for 1 permanent full-time position being filled on a permanent full-time basis.

Current Hours of Work: Monday - Friday from 8:30 a.m. to 4:30 p.m. 

Work Arrangement: 100% on site.

These hours of work and work arrangement are subject to change in accordance with business requirements.

Police Record Check

The successful candidate will be required to complete a Criminal Record Check.