Manager, Council and Committee Services

3 weeks ago

Oakville, Canada Town of Oakville Full time

**Job Details**:
**Permanent Full Time Non-Union**:
**Posting Status**:
**Open to all current Town of Oakville employees and external applicants**:
**Closing Date**:
**Applications for this position must be received at **oakville.ca** **by no later than 11:59 pm on **June 21, 2023.** ****:
**We offer**:
**- A hybrid work schedule**
- **A defined benefit pension plan (OMERS)**:

- **Comprehensive health plan complemented with life and disability insurance**:

- **A progressive work environment that promotes a work/life balance and strives to be a great place for great people to do great things**
***:
**What can I expect to do in this role?**:
Reporting directly to the Town Clerk, this position manages the activities of Council & Committee Services including preparation and distribution of all Council and Committee agendas, reports and minutes addressing the legislative, administrative, membership and calendaring requirements associated with all Council and Standing Committee meetings in addition to numerous advisory and legislative committees as established by Council and the quasi-judicial process for the Appeals Committee. As the Manager, Council and Committee Services you will:

- Perform delegated responsibilities of the Town Clerk to act in that capacity as required with respect to attending Council and Planning and Development Council meetings and carrying out statutory duties for signing purposes in the swearing of oaths and affidavits and the execution of official documents on behalf of the Town Clerk.
- Manage, coach, mentor and provide leadership to three Committee Coordinators including monitoring performance and workplans and ultimately ensuring proper administrative support to Council and various Committees and that Town policies and procedures are adhered to. Assists with hiring needs for the department.
- Program Administrator for the town’s electronic agenda management system (EAMS). Manage and oversee the system, ensuring that all Council and committee agendas, addendums, minutes and resolutions are produced accurately, within the established timeframe and available on the Town website, provides training to staff and users, connects with Information Technology Systems and Escribe support regarding program upgrades, testing, manuals and instructions, issues with the minutes or agenda, etc.
- Deal with matters of confidentiality relating to Council and departmental issues.
- Provide information, address inquiries and prepare responses to concerns raised by Members of Council, senior staff and members of the public. Assess requirements for service delivery and implement action plans in response to issues raised.
- Attend Council and Committee meetings and liaise with Council and Senior Management staff, managing and/or overseeing the preparation and distribution of all Council and committee agendas, reports, minutes, dispositions and all related correspondence and follow-ups.
- Facilitate the advertising and appointment process during each term of Council and when vacancies arise during the term, for the corporation’s advisory/legislative committees. Review and revise each term of Council the committees Terms of Reference.
- Record Officer for the Town’s Emergency Operation Centre.
- Assist with municipal elections as required.
- Work on special projects and research relating to Council and Committee Services including working with other municipalities.
- Provide interpretation of legislation and procedural advice to departments, Council and the public on Council and committee matters.
- Develop and establish operating budgets for the Council and Committee services business unit to monitor and ensure that the divisional budget stays within Council approved limits.
- Perform other duties as assigned.

***How do I qualify?**:***
- Successful completion of a four-year diploma or degree in Public/Municipal Administration, Business or Political Science.
- A minimum of 5 years management experience working in a municipal government setting attending Council, Standing and Advisory Committee meetings to rule on policy and procedures of the municipality and to record the minutes of the meeting for the official record of the Corporation.
- Completion of the AMCTO Municipal Administration Program.
- CMO / DMA designation is an asset.
- Remains current regarding changes in legislation.
- Supervisory and interpersonal skills to be able to work efficiently and professionally with staff team, other departments, Council and the public.
- Report writing and presentation skills with a strong attention to detail.
- Knowledge of the _Municipal Act _and relevant legislation.
- Management and negotiation skills to ensure appropriate actions are followed when dealing with staff, Council and the public.
- Ability to provide innovative approaches and ideas including making improvements to technology (i.e. EAMS).
- Exceptional time management skills with the ability to adhere to tight timelines on a weekly basis.

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