Councillor's Assistant

2 weeks ago

Ottawa, Ontario, Canada City of Ottawa Full time
Requisition ID: 7005

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: 02/03/2023

JOB SUMMARY:


Under the general direction of the City Councillor, the Councillor's Assistant will manage the ward's primary inbox as well as help to organize, coordinate, and manage day-to-day operations of the Councillor's Office in concert with other Councillor's Assistants.


DESCRIPTION OF RESPONSIBILITIES:

  • Will assume responsibility over receiving or overseeing the receipt of queries, concerns, complaints and problems from constituents and the public and will ensure resolution personally or through delegation to another member of the Councillor's staff or to appropriate City staff. May develop and manage systems and procedures consistent with responding to constituency work. May aid the Councillor with the resolution of issues requiring their attention.
  • May provide communications support to the Councillor, including: serving as a point of contact on behalf of the Councillor with the general public and constituents; providing general information on initiatives and issues within the Councillor's constituency and the City at large and coordinating meetings for the Councillor; drafting, for the Councillor's review and approval, and updating the Councillor's web page and social media accounts.
  • May monitor and maintain records on Committee recommendations and Council decisions regarding matters of interest to the Councillor and their constituents. May review and analyze agendas for Council, committees, task forces, agencies, boards and commissions; identify items that will affect the Councillor and their constituents; and recommend and initiate appropriate action.
  • May undertake research and analysis for the Councillor with respect to policy matters and departmental initiatives, including making recommendations to the Councillor on the content and appropriateness of reports prepared by City staff; researching initiatives; and assisting with policy formulation for recommendation to appropriate Council committees, task forces, boards and agencies.
  • May provide liaison services for the Councillor with the Mayor, other Members of Council and their staff, as well as the City Manager, general managers, directors, managers and other City staff with respect to corporate initiatives, operational issues, and issues affecting the Councillor and his/her constituents. May liaise with other Councillors or other government officials, as required, for support on issues of importance.
  • May review correspondence of importance with the Councillor, advise on or determine the course of action if required, and organize replies for signature where appropriate.
  • May arrange public meetings, meetings with constituents and other community events, and accompany the Councillor as required. May attend events in the Councillor's absence, and brief the Councillor on the outcome of meetings following the event.
  • Will help manage the Councillor's daily itinerary.

EDUCATION AND EXPERIENCE:

Post-Secondary School Diploma.

College or University degree in Business Administration, Communications, Political Science, Sociology or related program.

A minimum of 2 years' experience in providing administrative services is required, preferably to the senior executive level. Experience providing support to an elected official is desirable.

KNOWLEDGE:

  • Effective communications vehicles such as newsletters, newspapers, and social media
  • Mandate, structure, and protocol of Council and its committees
  • Policies, protocols, and procedures required of a Councillor and the Councillor's office
  • The demographics of the Councillor's ward, current initiatives and issues within the ward
  • Policy initiatives and issues in committees chaired by the Councillor or on which the Councillor is a member
  • The City corporation sufficient to obtain information in response to inquiries from constituents, and to obtain policy information and documentation in drafting committee agendas
  • Knowledge of City administrative structure
  • Knowledge of City services and policies
  • Knowledge of Microsoft Office
  • Office protocols, systems and procedures

COMPETENCIES, SKILLS AND ABILITIES:

  • Excellent interpersonal and communication skills
  • Communicate effectively via verbal presentations, written information, promotional material and reports
  • Communicate effectively with a wide range of people, orally and in writing, often under circumstances where the other party may be in a highly emotional state
  • Ability to organize an office efficiently and effectively
  • Office management
  • Demonst

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