Policy & Committee Co-ordinator

3 weeks ago

Midhurst, Canada County of Simcoe Full time

Requisition Title
- Policy & Committee Co-ordinator
- Close Date
- 30 June 2023
- Contract Type
- Permanent - Full Time
- Location
- Midhurst, ON L9X 1N6 CA (Primary)- Job Description

***:
Reporting to the Deputy Clerk, the Policy and Committee Coordinator is an integral position within the Clerk’s Department.

The position will develop, coordinate, and maintain a corporate policy framework (policies, procedures and work instructions), liaise with policy owners, monitor policy revisions and reviews to ensure alignment with the mission, vision and values of the corporation. This position also provides advice to internal stakeholders to ensure corporate awareness and compliance with the corporate policy framework.

This position works collaboratively with others on the Clerk’s Department team delivering secretariat services (agendas, minutes, by-laws), supporting meeting coordination for Council and its Committees, and administrative support to the County Clerk and Director of Statutory Services, the Deputy Clerk, and the Clerk’s Department.

**DUTIES AND RESPONSIBILITIES (not listed in order of priority)**:
Policy Development and Analysis:
1. Develop, implement and maintain a corporate policy/procedure/work instruction framework.

2. Promote and create awareness of the framework with internal stakeholders.

3. Provide recommendations and advice to and work collaboratively with departments to achieve adherence with the framework.

4. Consult and advise on corporate policy creation and revision in response to corporate need, updated legislation or direction of Council.

5. Ensure consistent format and language of new and revised draft policies and manage approval and publication processes including records maintenance and version control.

6. Provide regular review and report on the current status of corporate policies, such as but not limited to the list of policy owners, key policy stakeholders, last policy review date.

7. Edit and amend policy drafts as required and propose suggestions using data and analysis to improve the effects of policies.

Committee Coordination:
1. Provide meeting coordination and secretariat support to Council and its Committees and Boards. Tasks include: establishing meeting dates, meeting location, set-up of room, nameplates, refreshments, food service, technology requirements, notifications/invitations, tracking and reporting council absenteeism, organizing special meeting requirements.

2. Support the secretariat and legislative process from the preparation of draft materials to the compilation and production of final Council/Committee documents, such as agendas and minutes. This position will utilize an electronic agenda management system to publish agendas and minutes, organize and provide information regarding Council and Committees to the public and staff.

3. Attend Council/Committee meetings to provide support to Council, members and staff, and guide the public during proceedings, as may be required.

4. Provide routine guidance, explanations and interpretations to staff, Members of Council and the public with respect to meeting procedure as it relates to Council’s Procedure By-law and the Municipal Act.

5. Regularly interface with staff and the public with respect to meeting procedure as it relates to the business of Council, Committees and Boards and develop and manage routine correspondence emanating from actions related thereto.

6. Organize and lead training and development sessions for staff in relation to meeting management processes including agenda management software and best practices, report writing, as well as relevant governance and legislative related policies and procedures.

7. Maintain revisions to the County’s governance related policies such as the Procedure By-law, Council Code of Conduct, Notice Policy, Accountability and Transparency Policy, Delegation Policy, and Terms of Reference for Committees of Council.

8. Regularly research Council reports and by-laws to respond to inquiries.

9. Assist the Clerk’s Department with special projects and initiatives as directed.

10. Provide routine administrative and clerical support to the County Clerk, and Director of Statutory Services and Deputy Clerk and administrative support to the Department including maintaining inventory, conference/seminar registration, travel/accommodation arrangements, document tracking, creation of purchase orders/ cheque requisitions/ goods receipts and maintaining contact lists.

11. Participate on committees, task forces, work groups and special projects as directed.

12. Perform other duties as assigned.

13. Comply with provincial and County occupational health and safety legislation, regulations, policies and procedures.

14. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

**CORPORATE COMPETENCIES**:
Has knowledge of and demonstrated ability in our corporate competencies:

- Acts with the Custome

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