Councillor's Assistant

2 weeks ago

Ottawa, Ontario, Canada City of Ottawa Full time
Requisition ID: 8483

Department:
Ottawa

Service:
City Council

Branch:
Elected Representatives

Employment Type: 1 Temporary Full Time Position (Until November 14, 2026)
Work Hours: 35 hours per week

Affiliation:
Non Union/Non MPE

Salary Information:
Commensurate with experience; competitive salary and excellent benefits package.

Location: 110 Laurier Avenue West

City:
Ottawa, ON

Job Category:
Administrative and Support Services

Application Close: 01/06/2023

JOB SUMMARY:


Under the general supervision of the Executive Assistant, the Councillor's Assistant IV will provide a comprehensive range of services in support of the Councillor and the Councillor's office, including administrative assistance as required by the Elected Official.

Responsibilities may include drafting correspondence from the Councillor, preparing policy reports and briefing notes, representing the Councillor at meetings, maintaining existing spreadsheets and record systems, organizing meetings and events, answering calls and responding to inquiries, verifying and processing expenditures, liaising with other community stakeholders, and completing other administrative duties.


The Councillor's Assistant, Case Work & Community Relations / Events is accountable for managing and delivering a wide range of operational services and processes in support of the Councillor and the Councillor's agenda including: assisting with community events and public meetings, assisting with communications, constituency case work, and other tasks as assigned by the Councillor or supervising staff member.

May be asked to collaborate with community agencies on policy issues and events, external political relations, and ensure appropriate project management for timely delivery of tasks.


DESCRIPTION OF RESPONSIBILITIES:

  • Staff may manage systems and procedures consistent with responding to constituency work. o Individuals may contact the City Councillor's office regarding matters specific to the ward or the City in general. They may also contact the City Councillor's office in his or her role as committee member or chair.
  • Staff must converse with the caller to obtain a clear understanding of the nature of the call, using a high level of tact and diplomacy.
  • Where possible, resolving constituent callers' problems or issues immediately by providing information and clarification about City's policies and programs, or City Council and Committee activities.
  • Contacting the appropriate City department to obtain the required information and following up with the constituent to respond to their inquiry. Alternatively, connecting the constituent with the appropriate department staff and following up to ensure that the resolution is satisfactory.
  • Where a resolution cannot be attained without the Councillor's involvement, advising the constituent that the Councillor will contact the constituent to discuss the matter further. Then researching the inquiry and all relevant information to provide the Councillor with a background report and following up with the Councillor after their conversation with the constituent to determine if any further action is required.
  • Resolving matters for other callers, including elected officials and staff where possible by providing information and clarification, referring the caller to the appropriate City official or advising the caller that the Councillor will contact him or her, then providing the Councillor with the appropriate background information and material.
  • Utilising tracking software to maintain a record of callers and providing the Councillor with regular reports on the history of callers.
  • If required, informing the constituent that their inquiry has been directed to the appropriate City Department for followup. Once a resolution has been reached, following up to ensure that the result was satisfactory.

DESCRIPTION OF RESPONSIBILITIES CONTINUED:

  • Partner with community stakeholders to address issues in the community, organize community events, and assist with various community initiatives.
  • Attending and participating in community association meetings and events. o Organizing community partnerships with community stakeholder.
  • Liaising with other elected officials and community members.
-
May assist in coordinating events throughout the community to engage with constituents and promote City services and programs.

  • Corresponding with stakeholders to coordinate events involving other community organizations.
  • Arranging the purchase of supplies and coordinating any special services.
  • Publicizing the event or sending invitations to guests, inviting elected official and special guests. o Managing and attending community events, public consultations and other public events, as necessary
-
May provide general administrative support services to the Councillor, by undertaking the following:

  • Organizing, developing, and maintaining filing and information systems. Ensuring ready acc

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