Council Services Assistant

4 weeks ago

Cayuga, Canada Haldimand County Full time

Human Resources Division, Haldimand County Administration Building

53 Thorburn Street South, Cayuga ON N0A lE0

**_VACANCY POSTING
- **

**_POSTING #: CUPE-2023-08 _**

**_Posting Period: February 11 - 24, 2023_**_ _

**_EMPLOYEE GROUP: CUPE LOCAL 4700 (Haldimand) _**

**_POSITION STATUS: Permanent Full-Time _**

**_Hours worked per week: 35 _**

**_Position: Council Services Assistant _**

**_Grade: 5 _**

**_Wage Range: $23.384 - $27.070 / hr (Jan 2023) _**

**_Department / Division: Office of the CAO / Clerks _**

**_Location: Cayuga, ON
- **

**PURPOSE OF POSITION**:
Reporting to the Clerk, the incumbent will:

- provide clerical assistance relative to the various responsibilities of / or undertaken by the Clerks Division.

**EDUCATION & EXPERIENCE**:

- Community College diploma / degree relative to area of responsibility (e.g., Business Administration etc.).

PLUS
- Over 2 years, up to and including 3 years (experience with specialized software and/or municipal administration

would be an asset)
OR equivalent to the above.

**KNOWLEDGE & SKILLS REQUIRED**:

- good communication skills, verbal, written and listening,
- solid knowledge of clerical services / routines,
- ability to use meeting management software,
- proven initiative and ability to work with mínimal supervision,
- good interpersonal skills,
- ability to multi-task and prioritize work,
- willingness to provide assistance and work in co-operation with others within the organization,
- valid Ontario driver’s license and access to a reliable vehicle.

**COMPUTER EXPERTISE**:
**Level 4** The incumbent must possess intermediate and advanced computer skills scored at 65% or higher for Outlook and
at least one of Word / Excel / PowerPoint to ensure their
- proven ability to use desktop or department / division specific software packages on their own or combine

information from different software packages to get the desired result
- solid understanding of the software to enable the incumbent to know the best tool to do the job efficiently.
- knowledge to utilize software to develop quality reports, professional looking presentations, publications

and/or to develop complex spreadsheets for analysis or presentation of data (including use of formulae)

2

Human Resources Division, Haldimand County Administration Building

53 Thorburn Street South, Cayuga ON N0A lE0

**_Accountabilities / Tasks
- **

**Tasks include, but are not limited to**:

- Create all Council, Council in Committee and Committee of the Whole meetings (including regularly scheduled,

special and emergency meetings) within meeting management software.
- Act as Administrator in meeting management software to make changes to meeting types and attendee groups as

required.
- Become primary resource to resolve issues encountered in meeting management software.
- Prepare all agendas for Council, Council in Committee and Committee of the Whole meetings (including regularly

scheduled, special and emergency meetings) using meeting management software.
- Coordinate with Administrative Coordinators, General Managers on items to be included on agenda
- Attend various Council and Committee meetings to provide technical support to Clerk, councillors and presenters.
- Prepare official Minutes of all meetings of Council including regularly scheduled, special and emergency

meetings, using meeting management software.
- Publish all agendas, minutes and videos with supporting documentation to the website for public access.
- Ensure accurate information is provided to Council, staff, media and public as appropriate.
- Prepare Council Information Package and upload to meeting management software.
- Book meeting rooms for meetings as required.
- Prepare notices and mailings as required.
- Ensure all meeting files are properly maintained and placed in retention.
- Act as web author for Clerks Division ensuring maintenance of current, relevant and timely public information and

compliance with AODA.
- Ensure all agendas, information packages, adopted minutes, and by-laws for all boards and committees are

placed on the County website.
- Set up equipment for all Council in Committee meetings and other meetings as required.
- Prepare resolutions for meetings.
- Respond to questions concerning upcoming or past meetings.
- Assist with the set-up and clean-up of the Council Chambers for all Council-related meetings.
- Prepare all correspondence required that arises from Council meetings to ensure all required individuals are

advised of Council decisions.
- Process payments through software as required.
- Assist with corporate / department / division filing and records retention activities.
- Attend records centre regularly to provide corporate retention and retrieval services under direction of Information

& Privacy Coordinator
- In absence of Information & Privacy Coordinator, respond to records retrieval requests.
- Participate in annual records destruction process under direction of Information &

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