Constituency Assistant to Council

2 weeks ago

Kitchener, Ontario, Canada City of Kitchener Full time

Constituency Assistant to Council

Competition Number

Job Code
0329

Posting Date
May 26, 2023

Closing Date
June 11, 2023 (at 6:00pm)

Job Status
Permanent Full-Time

The
-
City of Kitchener is a vibrant and dynamic city of approximately 270,000, in the heart of southwestern Ontario. As the largest municipality in Waterloo Region, Kitchener continues to be poised for development and growth, enhancing its reputation as a leader in city-building and innovation, with nationally recognized strategies to build its neighbourhoods, its digital infrastructure and its diverse economy.
The
-
City of Kitchener is WHERE you want to work Learn more about the top reasons to join us:

Why work at the City of Kitchener

Position Overview:

  • Provides administrative support to Council and Chief of Staff; researches and responds to constituent concerns; receives, resolves and/or redirects constituent inquiries and concerns in a timely and efficient manner, including liaising with various external agencies and other orders of government; and act as a back up when necessary to Executive Assistant to Mayor and Chief of Staff

Responsibilities:

Council Support:

  • Performs administrative duties in support of Council and Chief of Staff.
  • Monitors and updates Council on local ward, city, or social reaction to government policy; maintains ward files by issue.
  • Briefs Council on pertinent ward issues; researches issues and provides Council with historical or background information; informs Council of potential ward issues
  • Receives, tracks and processes invitations for Council.
  • Coordinates/schedules Council attendance at meetings, ward events or conferences; researches event, briefs Council on pertinent details; develops mailing lists and collects other relevant constituent data through On-Point, requests GIS maps as required.
  • Coordinates selected Mayor and/or Councillor events (e.g. Grillefest, Townhall meetings), including preparing and sending invitations, booking rooms, catering, securing services of City staff and/or other outside agencies as required.
  • Orders catering for Council and Committee meetings as required.
  • Maintains/processes expense and mileage records for Council.
  • Maintains and updates contact/constituent log for Council.
  • Prepares Council speaking notes and briefing notes.
  • Prepares Council correspondence, including responses to constituents, Council recommendation for grants, congratulatory letters, nomination support letters, certificates.
  • Researches available conferences for Councillors, makes reservations, bookings, and travel arrangements as required.
  • Accompanies Council as required to a variety of meetings or events involving citizens, other elected officials, and city staff; attends on behalf of Councillors, as required.
  • Provides administrative support to Mayor as required.

Administration:

  • Performs administrative duties in support of Chief of Staff as required.
  • Maintains central filing system,; oversees record retention duties.
  • Acts as Content Administrator for Office of the Mayor and Council intranet site (shared with Executive Assistant to Mayor and Chief of Staff).
  • Researches, composes, and edits articles for Kitchener Citizen, Your Kitchener, and Neighbourhood Association newsletters.
  • Orders and maintains office supplies inventory.
  • Provides back up for Executive Assistant to Mayor and Chief of Staff as required.

Constituent Support:

  • Researches constituent issues; takes initiative and proactive approach in resolving, including data collection from other City departments and external agencies; prepares responses to constituents; forwards more complex issues to Chief of Staff; redirects constituents if necessary to pertinent staff person in other City departments or divisions.
  • Maintains understanding and keeps abreast of any changes in regional, provincial, and federal government, and external agencies to further assist constituents.
  • Orders and maintains annual inventory for City of Kitchener gifts, mementos, prizes, and donations; responds to citizen/group requests for same and distributes per policy.
  • Other:
  • Other related duties as assigned

Requirements:

  • Must have a minimum 2 year diploma or 2 years in a specialized postsecondary program.
  • Must have a minimum of 1 year related experience in a diverse and busy office environment including, but not limited to, calendar management, preparing correspondence/briefing notes, research and project support. Experience in a political office, or hightraffic customer service environment preferred.
  • Must be experienced in managing media requests.
  • Must have demonstrated ability to support and project values compatible with the organization and participates as an effective team member.
  • Must have proven advanced computer skills in Microsoft Office Suite.
  • Must have demonstrated ability to handle all situations in a polished, professional manner befitting the Off

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