Councillor's Assistant

Capital Ward; Ottawa; Hybrid; CAD 60,000 - 70,000; Full time

Job summary

Capital Ward in Ottawa is seeking a Councillor’s Assistant to support the councillor in policy and constituency work related to parks, waste, climate, ecology, water management and wildlife.

Under the councillor's direction, you will liaise with the Mayor, other council members and staff, organize meetings and prepare briefing materials, with a focus on effective communications and community engagement.

Qualifications

• Post-secondary education required or equivalent experience.
• Minimum 2 years experience in public policy desirable.
• Experience supporting an elected official desirable.
• Experience and formal training may substitute academic requirements.

Responsibilities

• Provide communications support and act as a point of contact for constituents.
• Coordinate meetings for the Councillor and update web pages and social media.
• Manage queries and ensure timely resolution through staff or City staff.
• Develop systems for constituency work and assist with issue resolution.
• Monitor committee recommendations and agenda items affecting constituents.
• Research policy matters and prepare analysis for councillor review.
• Liaise with Mayor, other councillors, City staff and officials as needed.
• Prepare briefing materials for meetings and organize responses.

Skills

Effective communications

Public speaking

Policy knowledge

City governance knowledge

Office organization

Multitasking

Education

Post-secondary education

Tools

Microsoft Office

Job description

Application Close: 03/09/2024

Councillor’s Assistant

Full-time temporary contract (maternity leave) starting September 23rd, 2024 (lasting for approximately 1 year).

Salary: $60,000-$70,000 (depending on experience)

Work Hours: 35hours per week

Affiliation: Non Union/Non MPE(but covered by CUPE 503 benefits)

Salary Information: $60,000-$70,000 (depending on experience)

Location: City Hall,110 Laurier Avenue West (with some WFH permitted)

Job Summary

Under the general direction of the City Councillor, the Councillor's Assistant will support the councillor in his role as chair of the Environment and Climate Change Committee. The Councillor’s Assistant will be responsible for both policy and constituency work related to parks, solid waste planning, climate adaptation and mitigation, ecology, water management and wildlife.

Description of Responsibilities

• May provide communications support to the Councillor, including serving as a point of contact on behalf of the Councillor with the public and constituents; providing general information on initiatives and issues within the Councillor’s constituency and the City at large and coordinating meetings for the Councillor; drafting, for the Councillor’s review and approval, and updating the Councillor’s web page and social media accounts.
• May receive or oversee the receipt of queries, concerns, complaints and problems from constituents and the public and ensures resolution personally or through delegation to another member of the Councillor’s staff or to appropriate City staff. May develop and manage systems and procedures consistent with responding to constituency work. May aid the Councillor with the resolution of issues requiring his/her attention.
• May monitor and maintain records on Committee recommendations and Council decisions regarding matters of interest to the Councillor and their constituents. May review and analyze agendas for Council, committees, task forces, agencies, boards and commissions; identify items that will affect the councillor and their constituents; and recommend and initiate appropriate action.
• May undertake research and analysis for the Councillor with respect to policy matters and departmental initiatives, including making recommendations to the Councillor on the content and appropriateness of reports prepared by City staff; researching initiatives; and assisting with policy formulation for recommendation to appropriate Council committees, task forces, boards and agencies.
• May provide liaison services for the Councillor with the Mayor, other Members of Council and their staff, as well as the City Manager, general managers, directors, managers and other City staff with respect to corporate initiatives, operational issues, and issues affecting the Councillor and his/her constituents. May liaise with other Councillors or other government officials, as required, for support on issues of importance.
• May review correspondence of importance with the Councillor, advise on or determine the course of action if required, and organize replies for signature where appropriate.
• May arrange and delegate the preparation of responses by appropriate staff, as required, and sign on the Councillor’s behalf as delegated by the Councillor.
• May arrange public meetings, meetings with constituents and other community events, and accompany the Councillor as required. May attend events in the Councillor’s absence, and brief the Councillor on the outcome of meetings following the event.
• May ensure the Councillor is prepared with the required briefing material for meetings of Council, committees and other meetings.

Education and Experience

Post-secondary education.

A minimum of 2 years experience in public policy is desirable, preferably at the municipal level. Experience providing support to an elected official is desirable.

Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.

Language, Certificates, and Licenses

English oral, reading, and writing

French oral, reading, and writing (desirable).

Knowledge

• Effective communications vehicles such as newsletters, newspapers, and social media
• Mandate, structure, and protocol of Council and its committees
• Policies, protocols, and procedures required of a Councillor and the Councillor’s office
• The demographics of the Councillor’s ward, current initiatives and issues within the ward
• Policy initiatives and issues in committees chaired by the Councillor or on which the Councillor is a member
• The City corporation sufficient to obtain information in response to inquiries from constituents, and to obtain policy information and documentation in drafting committee agendas
• Knowledge of City administrative structure
• Knowledge of City services and policies
• Knowledge of Microsoft Office
• Office protocols, systems and procedures

Competencies and Skills

• Excellent interpersonal and communication skills
• Communicate effectively via verbal presentations, written information, promotional material and reports
• Communicate effectively with a wide range of people, orally and in writing, often under circumstances where the other party may be in a highly emotional state
• Ability to organize an office efficiently and effectively
• Office management
• Demonstrated initiative, requiring general direction only
• Attention to detail
• Ability to effectively work independently and within a team
• Ability to multitask