Council and Committee Coordinator

Job Summary

Service Area:
Corporate Services
Department:
City Clerk's Office

Work Location:

City Hall, 1 Carden Street
Work Mode:
Hybrid
Job Type and Duration:
Permanent, Full Time Vacancy
Position Availability: 1 existing vacant position(s)
Salary Range: $37.71-$47.13 per hour
Affiliation:
Non-Union

• Paid vacation days, increasing with years of service
• Paid personal days
• Defined benefit pension plan with OMERS, including 100‑percent employer matching
• Extended health and dental benefits, including Health Care Spending Account
• Employee and Family Assistance Program
• Parental leave top up program
• Learning and development opportunities including tuition assistance
• Employee recognition programs

The successful candidate will provide legislative support to City Council and its committees. Reporting to the Manager, Legislative Services / Deputy City Clerk, the Coordinator will assist in achieving the City’s Community Vision for an inclusive, connected, prosperous city.

• Provide meeting coordination and secretariat support to City Council and Committee of the Whole in a hybrid meeting environment.
• Manage information and documentation to support the legislative process from the preparation of draft materials to the compilation and production of final and revised agendas.
• Act as administrator and provide technology support for all corporate software related to the meeting management process including eScribe, Web Ex and the Creston A/V system in Council Chambers.
• Track draft agenda materials and work with departmental staff to ensure the timely submission of staff reports, presentations and by‑laws for City Council and committee agendas.
• Attend City Council and committee meetings to provide support for A/V technology and hybrid meeting platforms in Council Chambers or other meeting spaces, draft minutes in eScribe and interface with staff and the public to ensure that meetings are run efficiently and effectively.
• Provide procedural and legislative advice, with support from the City Clerk and/or the Deputy City Clerk, to staff, members of City Council and the public relating to the City’s Closed Meeting Protocol, Procedure By‑law, the Planning Act, the Municipal Act and a variety of other corporate policies.
• Act as project manager for a variety of City Clerk’s Office projects including governance reviews and software implementations.
• Regularly interface with staff and the public with respect to the business of City Council and manage the dissemination of correspondence resulting from City Council decisions.
• Organize and lead corporate training and development sessions for staff and members of City Council and committees in relation to meeting management best practices and use of corporate meeting management technology.
• Prepare statistical reports related to the agenda production cycle, actions of City Council and committees as well as other various workflow processes supported by the Legislative Services Division.
• Maintain revisions to the City’s governance related policies such as the Procedure By‑law, Closed Meeting Protocol, Code of Conduct for Council and Local Boards, Striking Committee Policy, etc.
• Serve as a key member of the municipal election team and work to support municipal elections.
• Support other departmental and corporate functions and duties as required.

• Experience related to the duties listed above – normally acquired through the completion of a degree or diploma in Public Administration, Political Science or a related discipline and experience providing administrative and technological support including preparing meeting agendas and supporting legislative meetings. Candidates with an equivalent combination of education and experience may be considered.
• Excellent organizational skills with the ability to work independently and within a team environment.
• Ability to work well under pressure, complete multiple assignments and function effectively in a high‑volume workplace with multiple deadlines necessitating a high degree of accuracy.
• Ability to exercise discretion, good judgement, diplomacy and confidentiality.
• Excellent oral…