Supervisor, Council and Committee Services

Town of Oakville; Oakville; Hybrid; CAD 70,000 - 90,000; Full time

Job summary

A municipal authority in Ontario seeks a motivated Supervisor for Council & Committee Services. The role involves overseeing committee operations, ensuring compliance with policies, and managing staff. Ideal candidates will possess a 2-year diploma, at least 5 years of supervisory experience, and familiarity with municipal operations. The position supports a hybrid work environment and comes with a defined benefit pension plan, fostering a healthy work/life balance.

Benefits

Hybrid work schedule

Defined benefit pension plan

Comprehensive health plan

Progressive work environment

Qualifications

• Minimum 5 years of supervisory experience.
• Thorough understanding of Municipal Government operations.
• Demonstrated time management skills.

Responsibilities

• Oversees schedules and workload of Committee Coordinators.
• Ensures agenda and minutes are prepared accurately.
• Provides information and responds to inquiries from the public.

Skills

Supervisory experience

Time management

Strategic thinking

Engagement

Education

2-year college diploma

AMCTO Municipal Administration Program

Tools

Word

Excel

PowerPoint

Adobe PageMaker

Maximizer

Job description

Job Details: Permanent Full Time (Non-Union)

Posting Status: Open to all current Town of Oakville employees and external applicants

Closing Date: Applications for this position must be received at oakville.ca by no later than 11:59 p.m. on December 15, 2025.

Please note, selected candidates will be contacted to register for interviews taking place in early January.

We offer:

• A hybrid work schedule
• A defined benefit pension plan (OMERS)
• Comprehensive health plan complemented with life and disability insurance
• A progressive work environment that promotes a work/life balance and strives to be a great place for great people to do great things

Reporting directly to the Town Clerk, this position supervises the legislative, administrative, membership and calendaring requirements associated with all Council and Standing Committee meetings, in addition to numerous advisory and legislative committees as established by Council.

What can I expect to do in this role?

• Oversees, organizes and co-ordinates schedules and workload of (3) Committee Coordinators and (1) Committee Assistant to ensure adequate and proper administrative support to Standing, Legislative and Advisory Committees ensuring that the Town’s policies and procedures are adhered to.
• Ensures appropriate coverage for all meetings.
• Ensures agendas, minutes and follow up communications issued appropriately and accurately in order to provide direction to other departments and government agencies.
• Oversees staff to rectify problems arising out of Standing/Advisory Committee meetings.
• Oversees the Committee Assistant in the preparation of the Mayor & Members of Council Advisory Board/Committee reception.
• Oversees compilation of Council agenda, attends Council meetings, records minutes and prepares necessary follow up communications and Council highlights.
• Deals with matters of confidentially relating to Council and departmental issues.
• Assigned to special projects relating to Council, Standing and Advisory Committees.
• Ensures all documentation and by-laws from all meetings are assembled and submitted to Document Clerk for processing.
• Provides information and responds to inquiries from the public, outside agencies and other levels of government.
• Maintains up to date tracking system for report management.
• Organizes the annual Advisory Committee orientation.
• Trains and supervises staff and resolves immediate performance issues.
• Approves overtime and vacation schedules and maintains staff records including hours worked.
• Prepares performance appraisals to identify strengths and weaknesses and addresses training requirements to achieve goals and objectives of individuals and the department.
• Attends interviews and provides input with respect to the hiring of new staff for the Council & Committee Services section of the Clerk’s Department.
• Attends meetings on behalf of the Clerk/Assistant Clerk as required.

How do I qualify?

• Completion of a 2-year college diploma
• Minimum 5 year’s supervisory experience, with demonstrated ability to work efficiently and professionally with staff, team and other department directors.
• Completion of the AMCTO Municipal Administration Program (MAP).
• Thorough understanding and experience of working in a Municipal Government setting attending Council, Standing and Advisory Committee meetings to rule on policy and procedures of the municipality.
• Knowledge of the Municipal Act and relevant legislation.
• Demonstrated time management skills.
• Knowledge and experience using computer programs such as Word, Excel, PowerPoint, Web Posting, Adobe PageMaker, and Database programming for Advisory Committees (Maximizer).

Core Knowledge Required for Success

In addition, your experience demonstrates the following Supervisor leadership competencies:

• Strategic Thinking – innovating through analysis and ideas
• Engagement – mobilizing people, organizations, partners
• Management excellence – delivering results through action management, people management and financial and asset management
• Accountability and Respect – serving with integrity and respect

Click Competency Profile to view the competencies for this Supervisor level.

Corporate Values:

Teamwork, accountability, dedication, honesty, innovation and respect

DATED: December 8, 2025

This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all of the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. Applicants may also be required to undergo testing.

We thank all applicants and advise that only those selected for an interview will be contacted.