Committee Coordinator

City of Kitchener; Kitchener; On-site; CAD 52,000 - 72,000; Full time

Job summary

City of Kitchener is seeking a Temporary Full-Time Committee Secretariat professional to support Council, Standing and Quasi-Judicial Committees. Responsibilities include preparing agendas, responding to inquiries, assisting with delegations, and providing procedural guidance to Chairs and the Mayor.

Role involves producing reports, preparing appeal documentation, and assisting in budget considerations for Committees. Occasional evenings may be required based on meeting schedules.

Qualifications

• Minimum 2-year diploma or 2-year specialized post-secondary program.
• Experience composing minutes, preparing reports and corresponding clearly and concisely is required.

Responsibilities

• Prepares agendas/notices for Standing, Advisory and Quasi-Judicial Committees and Council.
• Responds to staff/public inquiries.
• Assists with delegations.
• Provides procedural advice to Standing Committee Chairs/Mayor.
• Composes reports and correspondence.
• Prepares appeal documentation for quasi-judicial hearings (e.g., Ontario Land Tribunal).
• Assists with notices of motion and budget preparation for committees as needed.
• Carries out Commissioner of Oaths duties.
• Assists in meeting management and coordination.

Skills

Minutes drafting

Public inquiries handling

Communication skills

Time management

Education

Two-year diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

This position is Temporary Full-Time for approximately 18 months. Occasional evening work (outside regular hours) is required based on meeting schedules.

Provides Council/Committee secretariat functions for Standing, Advisory and Quasi-Judicial Committees, and Council.

Responsibilities

• Prepares agendas/notices.
• Responds to staff/public inquiries.
• Assists with delegations.
• Provides procedural advice to Standing Committee Chairs/Mayor.
• Composes reports and correspondence.
• Prepares appeal documentation required for quasi-judicial hearings (e.g., Ontario Land Tribunal, etc.).
• Assists members of Council with composing notices of motion.
• Ensures that requirements of various Provincial legislation are maintained.
• Liaises with staff, elected officials, outside agencies and members of the public pertaining to Standing Committee/Council/Quasi-judicial Committee matters.
• Creates training material in conjunction with Manager of Council/Committee Services and Deputy City Clerk and staff associated with the committees.
• Organizes and provides training for committee members (e.g. orientation, training specific to Chairs) under the direction of the Manager of Council/Committee Services and Deputy City Clerk.
• Administers various aspects of the municipal election process (e.g. appropriate voting places, assists with hiring and training election workers, and responds to general inquiries).
• Assists with the municipal elections as assigned.
• Assists in budget preparation for Committees as needed.
• Carries out legal functions as a Commissioner of Oaths.
• Performs other duties as assigned.

Education

• Minimum 2-year diploma or 2-year specialized post-secondary program.

Experience

• Minimum 2 years of related experience includingcomposing minutes, preparing reports and corresponding in a clear and concise manner.

Skill Equivalency (if applicable)

Applicants will be considered if a combination of their education and experience meets the following pre-determined skill equivalency:

• Grade 12 Diploma plus up to 1 year of post-secondary courses with minimum 4 years’ related and relevant experience or 3-Year Degree/Diploma with minimum 1 year related and relevant experience.

Additional Requirements

• Designation from the Association of Municipal Managers, Clerks & Treasurers or willing to obtain post-hire.
• Ability to work occasional evenings based on meeting schedules and work overtime, as required, to meet deadlines.

Knowledge, Skills, and Abilities

• Working knowledge of Robert's Rules of Order and/or meeting Procedures/Procedural By-Laws.
• Working knowledge of various provincial legislation including the Municipal Act, Municipal Election Act, Municipal Conflict of Interest Act, Statutory Powers Procedure Act, Planning Act, Ontario Heritage Act, Commissioners for taking Affidavits Act, Municipal Freedom of Information & Protection of Privacy Act and other general statutes governing municipal operations in Ontario.
• Demonstrated attention to accuracy and detail, in a time sensitive environment.
• Demonstrated ability to maintain a high standard of professionalism, transparency, sound judgment, diplomacy and confidentiality.
• Strong verbal, presentation, and written communication skills and ability to effectively communicate to the public, and staff at all levels of the Corporation.
• Ability to perform successfully under pressure while managing competing priorities in a fast-paced and high-pressured environment including being able to make on-the-spot decisions in Council/Committee meetings.
• Ability to work both in a team environment and independently.
• Excellent organizational and time management skills and ability to prioritize workload, to problem solve and to adapt to frequent interruptions and change.
• High level of initiative, accountability and strong interpersonal skills to deal diplomatically with elected officials, government departments, staff and the public.
• Strong analytical, critical thinking and problem-solving skills.
• Highly developed computer skills and experience with Microsoft Word, Excel, Outlook and the Internet.
• Familiarity with agenda management software and/or webcasting would be an asset.
• Knowledge and understanding of the Committee of Adjustment process would be an asset.
• Ability to support and project values compatible with the organization.
• Reliable with good attitude and employment record.

Department: COR-Corporate Services Department

Division: COR-Legislated Services Division