Constituency Assistant

We are looking for someone who is a problem solver, customer service-minded, well-organized, and detail-oriented.

Objective

To assist the City Councillor in the operations of the office, as well as communicate with constituents, community and other stakeholders, and handling case work.

Responsibilities

• Assumes primary responsibility for general administrative operations of the Councillor's office. Includes ensuring the Councillor is relieved of all administrative detail as it relates to the daytoday running of the office, if delegated by the Councillor or Chief of Staff.
• Prepares outgoing correspondence.
• Assumes primary responsibility for scheduling Councillor's appointments, invitations, etc. ensuring that there is no scheduling conflict and ensuring that Councillor has necessary information and material for each meeting and/or event.
• Assumes primary responsibility for the set up and maintenance of the office filing system.
• Ensures that constituent related concerns, problems, and inquiries are resolved either personally or refers to another member of the Councillor's staff or to appropriate City staff. Assists the Councillor and Councillor's staff in handling inquiries, concerns, and complaints from constituents and the public.
• Gathers information and analyzes as directed by the Councillor with respect to policy matters and divisional services/programs as they relate to constituency/public inquiries and concerns. Discusses same with City staff for appropriate actions and response. Prepares responses. May be required to sign on behalf of the Councillor.
• Assists in the processing of motions as requested by the Councillor for Council, Committees, Agencies, Boards and Commissions, as it pertains to issues of interest to the Councillor and their constituents.
• Prepares plaques and letters of commendation for special events.
• Ensures records are maintained and follows up on requests and inquiries made by the Councillor to City staff.
• Liaises with City staff and other Council offices on issues of concern to constituents and issues affecting the Councillor.
• Answers inquiries and explains Councillor's position on issues to City staff, members of the public and the media, if delegated by the Councillor.
• Anticipates and initiates responses for the Councillor. Reviews correspondence of importance with Councillor, advises on or determines the course of action if required, and organizes replies for signature where appropriate. Requests and refers preparation of responses to appropriate staff, as required. May be required to sign on behalf of the Councillor, if delegated by the Councillor.
• Prepares and coordinates general presentation material and speeches for the Councillor when delegated and as directed by the Councillor or the Chief of Staff.
• Ensures the Councillor is prepared with the required briefing material for meetings of Council, Committees, and other meetings.
• Monitors the Councillor's office budget and ensures that expenditures are maintained within approved limits. Orders office supplies as required. May be required to approve office administrative expenditures, if delegated by the Councillor.
• Assists in organizing and publicizing community meetings. May attend public meetings on behalf of the Councillor to record concerns and inquiries in order to report back to the Councillor.
• Maintains confidentiality relating to issues of importance to the Councillor and their constituents.
• Develops and ensures maintenance of Councillor's contacts either by way of electronic database or other means. May be required to develop and maintain Councillor's profile by way of web page development/update.
• Assists in the preparation of the newsletter. Makes arrangement for printing and distribution.
• Makes travel arrangements as necessary.
• Undertakes special assignments as requested by the Councillor.

Knowledge & Experience:

• College diploma or University degree in a related field, or equivalent experience, with 13 years' experience in community development, project management, or as a political staffer.
• Highly developed verbal and written communication skills with the ability to present complex information to a variety of audiences.
• Strong capacity for research, analysis, and synthesis of detailed information.
• Understanding of the Toronto political landscape and pressing issues, such as housing, public health, transit, social services, equity, and social justice.
• An understanding of community engagement and assetbased community development.

Knowledge of City of Toronto divisions, services, and constituency reporting processes. Advanced knowledge of project management, relationship management and constituency services.

• Excellent time management and organizational skills.
• Ability to work with assignments demanding critical judgement, analytical thinking and creative problemsolving.
• Available to work evenings and occasional weekends as r

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