Board and Committee Coordinator

7 months ago

Guelph, Canada The City of Guelph Full time

Why Guelph:
**What we offer**:
We offer competitive wages and comprehensive benefits to meet the needs of our diverse employees. Many of our positions offer:

- Paid vacation days, increasing with years of service
- Paid personal days;
- Hybrid and flexible work arrangements;
- Defined benefit pension plan with OMERS, including 100-per-cent employer matching;
- Extended health and dental benefits, including Health Care Spending Account;
- Employee and Family Assistance Program;
- Parental leave top up program;
- Learning and development opportunities including tuition assistance
- Employee recognition programs.

Position Overview:
**Key duties and responsibilities**:

- Manage recruitment, appointment and ongoing agency, board and advisory committee membership and general inquiries.
- Prepare and manage information, documentation and training to support the legislative processes of agencies, boards and advisory committees, including terms of reference reviews, prepare vacancy postings, web content and corporate policy reviews.
- Attend agency, board and advisory committee meetings as needed to provide legislative support for committee chairs, members and staff.
- Provide staff training in eScribe electronic agenda management software to assist in creating agency, board, advisory committee and City Council reports, agendas, and minutes.
- Provide coordination, secretariat support and attendance at City Council and Committee of the Whole meetings.
- Manage City Clerk’s Office projects, including policy updates, software implementations/updates, KPI tracking and best practice research relating to agencies, boards, advisory committees and City Council.
- Prepare staff reports, including public appointment reports, statistical reports and advisory committee reports.
- Regularly interface with committee members, members of City Council, staff, community groups and the public concerning the business of agencies, boards, advisory committees and City Council.
- Provide procedural advice to committee members, staff and the public relating to advisory committees of Council policies, City’s Procedural By-law, Closed Meeting Protocol, the Planning Act, the Municipal Act and other relevant legislation.
- Prepare, organize and lead training sessions for staff, committee chairs and committee members concerning advisory committees of Council policies, legislative requirements and best practices.
- Provide support to the municipal election process and other departmental and corporate functions as required.

**Qualifications and requirements**:

- Completion of a degree or diploma in public administration, political science or a related discipline.
- Experience providing administrative support to legislative bodies, including preparing agendas and supporting meetings.
- Experience using eScribe meeting management software and Microsoft Office 365 is considered an asset.
- Self-awareness, curiosity and adaptability that allows you to bring together diverse teams to achieve a goal.
- Ability to support customer service delivery to internal and external stakeholders in an empathetic and compassionate manner.
- Ability to work well under pressure, complete multiple assignments and find creative solutions to complex problems in a high-volume workplace.
- Ability to exercise discretion, good judgement, diplomacy and confidentiality in all aspects of day-to-day work, including discussions with senior-level staff and elected officials.
- Ability to communicate effectively with stakeholders, including agencies, boards, committees, City Council, senior staff and the public.
- Knowledge of relevant legislation, by-laws and policies, including the Municipal Act, the Planning Act, the Municipal Conflict of Interest Act, Procedural By-law, Code of Conduct for Council and Local Boards, and Closed Meeting Protocol.
- Availability and flexibility to regularly attend meetings outside regular working hours, typically in the evenings.

**Hours of work**:
35 hours per week, Monday to Friday, between the hours of 8:30 a.m and 4:30 p.m. This position is eligible for hybrid and flexible work arrangement options (as per current corporate policy).

**Pay/Salary**:
Non-Union Grade 3: $35.54- $44.43 per hour

**How to apply**:

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