Committee/Council Administrator

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Committee/Council Administrator

Job Information
Author ahnationtalk
Date February 7, 2017
Type Full Time
Company City of Toronto
Salary $92,110.20 - $108,217.20 - Per Hour
Location Toronto, ON
Category Customer Service
Client City of Toronto
Contact Information
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Committee/Council Administrator

Job ID # 2262004 X
Division City Clerk’s Office
Section Secretariat
Work Location CITY HALL, 100 QUEEN ST W
Job Stream Admin/Clerical/Customer Service
Job Type Permanent, Full-Time
Salary/Rate $92,110.20 – $108,217.20 / Year
Hours of Work (bi-weekly) 70.00
Shift Information Monday to Friday, 35 Hours Per Week
Affiliation Non-Union
Number of Positions Open 1
Posting Date 07-Feb-2017
Closing Date 22-Feb-2017

Job Description

Please note the annual salary reflects 2016 rates.

Reporting to the Manager, City Council and By-laws, the Committee/Council Administrator is responsible for the following:

Major Responsibilities:

  • Provides leadership in a team environment including implementing technology changes.
  • Manages, motivates, coaches and trains staff ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages initiative and innovation.
  • Manages relationships and represents the City Clerk’s Office: briefs Council/Committee/Agency Chairs and senior City Clerk’s staff on Council and Committee issues.
  • Plans and delivers meeting management services to Council, Committees and Agencies.
  • Advises Council and Committee members, City and Agency staff and the public on Council’s meeting procedures, policies, precedents, and legislation.
  • Manages the preparation and distribution of agendas, reports, decisions, minutes, by-laws and correspondence.
  • Helps manage one-stop City Clerk’s customer services at the Civic Centres.
  • Plans and implements detailed work plans. Develops and promotes City Clerk’s Office policies/procedures.
  • Manages bargaining unit and exempt staff, including: scheduling, assigning and reviewing work, authorizing and coordinating vacation and overtime requests, monitoring and evaluating staff performance, approving salary increments, interviewing and hiring staff, grievances and discipline.
  • Provides input into and administers assigned budget within approved limits, controls expenses and bills for direct costs for statutory public notice under the Planning Act.
  • Safeguards the public’s right to notice and input and is the trusted public face of the City Clerk’s Office.
  • Ensures that meetings and their records are open and meet requirements of laws such as the City of Toronto Act, Planning Act and Heritage Act.
  • Manages personal and confidential information under City policy and the Municipal Freedom of Information and Protection of Privacy Act.
  • Manages the City’s official legislative meeting records according to statutory requirements and ensures that data is correct and complete.
  • Certifies and signs documents as the City Clerk’s designate, including decisions and bylaws, commissions oaths and executes contracts and agreements.
  • Compiles records for City and other tribunals such as the Ontario Municipal Board.
  • Manages Councilor and public appointments to Committees and Agencies under legislation and policies: conducts outreach to get the public involved, notifies stakeholders of vacancies on City agencies and develops and implements policies and procedures to handle public appointments including confidential applications and personal information.
  • Researches and responds to inquiries from elected and appointed officials, the public, staff and media on Council and Committee matters.
  • Drafts reports to Committee and Council on legislative and administrative matters.
  • Promotes a corporate understanding of Council’s process and the Clerk’s mandate by developing and delivering presentations on the legislative process.
  • Helps senior staff develop and implement technology to streamline business.
  • Helps develop and achieve the City Clerk’s Office strategic plan and vision.
  • Contributes to the municipal election, special projects and work teams.

Key Qualifications:

  1. Considerable experience providing advice, guidance and support on policies, legislation and/or procedural processes, in a decision making body such as government, board of directors or not for profit organization.
  2. Considerable leadership experience which may include leading teams and/or hiring, training, supervising staff and managing performance.
  3. Experience in the meeting management process which may include planning and managing meetings, preparing agendas, providing meeting notice, and accurately recording motions and decisions.
  4. Experience in leading and managing change, specifically technological change.
  5. Ability to promote the benefits of information systems and communication tools.
  6. Ability to promote effective teamwork and handle employee and labour relations issues.
  7. Ability to effectively communicate with elected and appointed officials, the public and the media, with a sound understanding of the City’s administrative and governance structure and processes.
  8. Advanced knowledge and understanding of municipal by-laws and Provincial legislation governing the decision making process, such as, but not limited to, the City of Toronto Act, the Municipal Conflict of Interest Act and Toronto Municipal Code Chapter 27, Council Procedures.
  9. Excellent problem solving skills: ability to effectively interpret and communicate meeting proceedings and Council’s procedures; and ability to quickly identify and apply the correct provisions in the circumstances of a meeting to resolve procedural issues.
  10. Ability to coordinate and manage workloads, deal with conflicting demands, and concentrate on work requirements under frequent pressure situations in order to consistently meet competing deadlines.
  11. Excellent verbal and written communication skills with the ability to develop and deliver presentations and communicate the principles of open government and Council’s processes; write in clear and plain language; write focused reports and correspondence.
  12. Ability to analyze business processes and make recommendations for improvements.
  13. Ability to exercise independent judgment and discretion in dealing with confidential matters under relevant legislation such as City of Toronto Act and Municipal Freedom of Information and Protection of Privacy Act.
  14. Familiarity with Occupational Health and Safety and Accessibility for Ontarians with Disabilities Act legislation.

Please note that all applicants are encouraged to provide a valid email address for communication purposes. Applicants may receive written correspondence regarding this job posting directly to the email address provided on their resume or to the one used to set-up their Candidate Profile if applying on TalentFlow. As an applicant, it is your responsibility to ensure that you check your email regularly.

The City of Toronto is committed to fostering a positive and progressive workforce that is representative of the citizens we serve. We will provide equitable treatment and accommodation to ensure barrier-free employment.  In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act and the City of Toronto’s Accommodation Policy, a request for accommodation will be accepted as part of the City’s hiring process.

If you are invited to participate in an assessment process, kindly provide your accommodation needs in advance. Please be advised that you may be requested to provide medical/other documentation to Human Resources to ensure that appropriate accommodation is provided to you throughout the hiring process.

If you are an individual with a disability and you need assistance or an accommodation during the application process, please email us at [email protected], quoting the job ID #2262004 Committee/Council Administrator.


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