Council and Committee Coordinator

Contract Type: Permanent - Full Time
Location: Midhurst, ON L9X 1N6 CA (Primary)

POSITION SUMMARY

Reporting to the Deputy Clerk, this position is responsible for providing secretariat support to Council and its committees, and administrative support to the Director of Legislative Services/County Clerk, Deputy Clerk and the Clerk’s Department.

DUTIES AND RESPONSIBILITIES  (not listed in order of priority)

1. Provide meeting co-ordination and secretariat support to Council and its Committees and Boards.  Tasks include: establishing meeting dates, meeting location, set-up of room, nameplates, refreshments, food service, technology requirements, prepare and submit council/committee expense sheets, notifications/invitations, tracking and reporting council absenteeism, organizing special meeting requirements.
2. Manage information and documentation to support the legislative process from the preparation of draft materials to the compilation and production of final agendas. This includes the responsibility for managing items of correspondence, drafting of routine reports and by-laws, working with departmental staff to ensure the timely submission of staff reports and presentations, provide advice to staff regarding proper report format, and arranging and providing guidance to deputants appearing before Committee and/or Council.  This position will be responsible for the electronic submission of items into an electronic agenda management system, the publication of final agendas for hard copy and electronic distribution and publication to the County’s website.
3. Attend meetings to provide support for the related technology components, draft minutes and interface with staff and the public to ensure that meetings run efficiently and effectively. 
4. Provide routine guidance, explanations and interpretations to staff, Members of Council and the public with respect to meeting procedure as it relates to Council’s Procedure By-law and the Municipal Act.
5. Regularly interface with staff and the public with respect to meeting procedure as it relates to the business of Council, Committees and Boards and develop and manage routine correspondence emanating from actions related thereto.
6. Regularly research Council reports and by-laws to respond to inquiries.
7. Maintain and monitor a list of Council action items (i.e. correspondence, reports, agreements, etc.) and regularly interface with staff to ensure completion.
8. Assist the County Clerk’s Department with special projects and initiatives as directed.
9. Maintain revisions to the County’s governance related policies such as the Procedure By-law, Council Code of Conduct, Notice Policy, Accountability and Transparency Policy, and Delegation Policy, as well as Terms of Reference for Committees of Council.
10. Responsible for updating sections of the County’s web site and intranet relevant to Council, it’s Committees and Boards, as well as the Clerk’s Department and its responsibilities.
11. Prepare notices, decisions and other related material as required by the Planning Act, Development Charges Act, Municipal Act and Council by-laws. 
12. Responsible for maintaining a list of appointed members to Committees, Local Boards and Agencies, ensuring noted vacancies are filled in accordance with Council policy.
13. Provide routine administrative and clerical support to the Director of Legislative Services/County Clerk and Deputy Clerk and administrative support to the Department including maintaining inventory, conference/seminar registration, travel/accommodation arrangements, document tracking, payroll submission (Council and staff), creation of purchase orders/ cheque requisitions/ goods receipts and maintaining contact lists. 
14. Responsible for the filing system for the Clerk’s Department including the electronic indexing of by-laws.
15. Participate on committees, task forces, work groups and special projects as directed.
16. Perform other duties as assigned, including redeployment in emergency situations.
17. Comply with provincial and County occupational health and safety legislation, regulations, policies and procedures.
18. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

CORPORATE COMPETENCIES

Has knowledge of and demonstrated ability in our corporate competencies: 
•    Acts with the Customer in Mind
•    Ensures Accountability
•    Continuously Seeks to Improve Work Processes
•    Collaborates
•    Communicates with Impact
•    Is Resilient

EDUCATION, TECHNICAL SKILLS AND CERTIFICATION

• Minimum two (2) year post-secondary diploma in office administration.  This job may be considered for educational equivalency in accordance with County Policy.
• Knowledge of related municipal legislation.
• Good interpersonal and communication skills.
• Excellent skills in Microsoft Office (Word, Excel and Outlook).
• Intermediate skills in PowerPoint.
• Strong organizational skills.
• Ability to work in co-operative environment.
• Valid G class drivers license and access to reliable vehicle.
• Criminal records check that is less than 6 months old at time of hire.

EXPERIENCE

• A minimum of three (3) years’ experience in progressively responsible related positions, including one (1) year as a municipal Council/Committee Co-ordinator or similar position.

EFFORT

• Visual effort when reviewing and preparing agenda’s for Committee and Council.
• Mental effort when recording meeting proceedings.

WORKING CONDITIONS

• Regular office environment.
• Availability and flexibility to work beyond normal working hours as required.
• Ability to work remotely if required.