Board and Committee Coordinator

City of Guelph; Guelph; Hybrid; CAD 66,000 - 84,000; Full time

Job summary

Join a vibrant team dedicated to enhancing community services in Guelph. As a Board and Committee Coordinator, you will play a pivotal role in supporting City Council and various committees, ensuring effective governance and community engagement. Your responsibilities will include coordinating meetings, managing documentation, and providing procedural advice, all while fostering an inclusive environment. This position offers a chance to contribute to the city’s vision of a connected and prosperous community, with competitive wages and comprehensive benefits. If you are organized, adaptable, and passionate about public service, this is the perfect opportunity for you.

Benefits

Paid Vacation Days

Flexible Work Arrangements

Defined Benefit Pension Plan

Health and Dental Benefits

Employee Assistance Program

Tuition Assistance

Employee Recognition Programs

Qualifications

• Degree or diploma in public administration or related discipline.
• Experience supporting legislative bodies and preparing agendas.

Responsibilities

• Coordinate advisory committee program and community engagement.
• Provide legislative support at meetings and manage documentation.

Skills

Administrative Support

Legislative Knowledge

Customer Service

Communication Skills

Problem Solving

Education

Degree in Public Administration

Diploma in Political Science

Tools

eScribe

Microsoft Office 365

Job description

Why Guelph

When you join the City of Guelph, you join a team of over 2000 employees who deliver services the community relies on every day. Together, we are bringing to life Guelph’s vision of an inclusive, connected, and prosperous city where we look after each other and our environment. As a single tier municipality, we offer a variety of occupations and career specialities within our organization. Guided by the goals and objectives of the Future Guelph: Strategic Plan and committed to the Corporate Values of integrity, service, inclusion, wellness and learning, the candidate will aid in the achievement of the Community Vision for an inclusive, connected, prosperous city.

What we offerWe offer competitive wages and comprehensive benefits to meet the needs of our diverse employees. Many of our positions offer:

• Paid vacation days, increasing with years of service
• Paid personal days;
• Hybrid and flexible work arrangements;
• Defined benefit pension plan with OMERS, including 100-per-cent 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.

Position Overview

Resumes are being accepted for the position of Board and Committee Coordinator within the City Clerk’s Office. Reporting to the Manager, Legislative Services / Deputy City Clerk, the successful candidate will provide legislative support to City Council appointed agencies, boards and committees.

Key duties and responsibilities

• Coordinate the advisory committee program of work: Oversee all components of the advisory committee program of work to ensure efficient and effective community engagement.
• Support advisory committee meetings: Attend all meetings to provide legislative and secretariat support, including agenda production, minute taking, procedural assistance, and hybrid meeting setup and hosting.
• Coordinate recruitment and appointments: Coordinate the recruitment and appointment process for individuals to all City of Guelph agencies, boards, and advisory committees.
• Prepare and manage documentation: Develop and manage information, documentation, and training materials to support legislative processes, including terms of reference reviews, vacancy postings, web content updates, and corporate policy reviews related to advisory committees.
• Interface with stakeholders: Regularly interact with committee members, City Council members, staff, community groups, and the public regarding the business of agencies, boards, advisory committees, and City Council.
• Utilize the eScribe meeting management platform: Use the eScribe agenda management platform to manage advisory committee membership and public materials, with the goal of continually increasing efficiency and transparency.
• Handle public inquiries: Coordinate all public inquiries related to agencies, boards, and advisory committees.
• Lead staff training: Train departmental staff on the Advisory Committee of Council Governance Framework and all related policies, procedures and processes.
• Lead committee training: Organize and conduct training sessions for committee chairs and members on the Advisory Committee of Council Governance Framework and all related policies, procedures and processes.
• Prepare staff reports: Create public appointment reports, statistical reports, and advisory committee reports.
• Support City Council meetings: Provide coordination, secretariat support, and attendance at City Council and Committee of the Whole meetings as needed.
• Coordinate City Clerk’s Office projects: Oversee projects including policy updates, software implementations/updates, KPI tracking, and best practice research related to agencies, boards, advisory committees, and City Council.
• Provide procedural advice: Offer procedural guidance to committee members, staff, and the public on the Advisory Committee of Council Governance Framework, other advisory committee policies, the Procedure By-law, Closed Meeting Protocol, the Planning Act, the Municipal Act, and other relevant legislation.
• Support the delivery of the municipal election: Assist with the delivery of the municipal election and other departmental and corporate functions as required.

Qualifications and requirements

• Completion of a degree or diploma in public administration, political science or a related discipline. Candidates with equivalent combinations of education and experience will be considered.
• Experience providing administrative support to legislative bodies, including preparing agendas and supporting meetings.
• Experience working with various corporate software applications and using technology to implement new processes and procedures that improve efficiency and/or service levels.
• Experience using eScribe meeting management software and Microsoft Office 365 is considered an asset.
• Self-awareness, curiosity and adaptability that allows you to bring together diverse teams to achieve a goal.
• Ability to support customer service delivery to internal and external stakeholders in an empathetic and compassionate manner.
• Ability to work well under pressure, complete multiple assignments and find creative solutions to complex problems in a high-volume workplace.
• Ability to exercise discretion, good judgement, diplomacy and confidentiality in all aspects of day-to-day work, including discussions with senior-level staff and elected officials.
• Ability to communicate effectively with stakeholders, including agencies, boards, committees, City Council, senior staff and the public.
• Knowledge of relevant legislation, by-laws and policies, including the Municipal Act, the Planning Act, the Municipal Conflict of Interest Act, Procedural By-law, Code of Conduct for Council and Local Boards, and Closed Meeting Protocol.
• Availability and flexibility to regularly attend meetings outside regular working hours, typically in the evenings.

Pay/SalaryNon-Union Grade: 3: $66,626.56- $83,283.20

How to applyQualified applicants are invited to apply using our online application system by May 11, 2025. Please note all applicants must complete the online questionnaire specific to this position at the time they submit their resume and cover letter in order to be considered.

Please visit the job posting listed on our City of Guelph careers page and click on the “Apply for this job” button. Instructions will follow.

The City of Guelph is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive workplace where employees feel welcome, valued and engaged. Our employment policies strictly prohibit all forms of discrimination on any of the grounds in relevant laws. All employment practices are solely based on individual merit, qualifications, and organization's needs at the time. In keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, we are committed to working with and providing reasonable accommodation for qualified individuals in our job application procedures. If you need an accommodation in order to participate in the hiring process, you may contact us to make your needs known in advance.

Personal information collected through the recruitment process will be used solely to determine eligibility for employment. We thank all candidates in advance; however, only those being considered for an interview will be contacted.