Council Constituency Coordinator

2 months ago

Halifax, Canada Halifax Regional Municipality Full time

**Job Posting**

Reporting to the Manager of the Councillors’ Support Office, the Council Constituency Coordinator is responsible for the delivery of confidential executive support services to Councillors and exemplary customer service to their constituents. These services include budget management, detailed research and analysis, networking with internal and external stakeholders, project management, report preparation, and strategic written and verbal communication. The Coordinator is required to de-escalate situations and follow through on clients’ issues, while simultaneously balancing the policies and priorities of the Municipality, the Councillor, and the resident. This requires the incumbent to balance assertiveness and sensitivity while adapting quickly to meet clients’ needs in accordance with the strategic direction of the organization.

**DUTIES AND RESPONSIBILITIES**:

- Provides support to two Councillors at a minimum, up to four in covering vacations.
- Manages Councillors’ calendar and works with staff, residents, and other elected officials to coordinate and prioritize meetings, agendas, and special events.
- Manages, monitors, and reports on Councillors’ discretionary spending accounts including the district capital funds, district activity funds and Councillor expense fund.
- Supports new members of Council after each election by coordinating orientation sessions with staff, preparing orientation materials, and coaching newly elected officials on the role of Councillor.
- Provides additional support as required to the Deputy Mayor and to Councillors holding leadership positions on external organizations such as the Federation of Canadian Municipalities. This requires the Coordinator to maintain a close relationship with internal and external staff and to prepare frequent speaking notes, presentations media briefs.
- Works closely with community groups to facilitate funding requests.
- Researches and prepares correspondence, speaking notes, and both print and e-newsletters to promote the work of the Councillor and the Municipality.
- Research and use of District Activity Tracker to update Councillors on district specific issues.
- Organizes, supervises, and manages special projects such as charity events, town hall and community meetings, and participatory budgeting sessions.
- Facilitates Councillors’ advertising and promotion activities.
- Coordinates information for individual Councillor webpages.
- Mentor new staff as part of onboarding process for coordinators.

**QUALIFICATIONS**:
**Education and Experience**:

- Undergraduate degree in a related discipline such as business administration, public administration or public relations.
- Minimum of three years’ experience providing executive support, preferably in a municipal environment.

**Technical / Job Specific Knowledge and Abilities**:

- Excellent written and verbal communication skills
- Comprehensive knowledge of municipal government structure and organization and the services provided
- Flexibility to coordinate multiple initiatives and activities in a rapidly changing environment
- Ability to work effectively with the public and elected officials and have a sound understanding of the roles and responsibilities of all three levels of government
- Ability to work individually and as a team with a high-level of personal accountability
- Excellent time and stress management skills
- Must have advanced proficiency using computer software programs such as Sharepoint, POSSE, Cityworks, Mailchimp, and Drupal
- Ability to read, write or speak various languages, an asset.

**Security Clearance Requirements**:Applicants may be required to complete an employment security screening check.

**COMPETENCIES**: Analytical Thinking; Communication; Conflict Management; Customer Service; Decision Making; Networking/Relationship Building; Organization and Planning; Risk Management; Teamwork and Cooperation; Value and Ethics; Valuing Diversity; Organizational Awareness

**WORK STATUS**: Full-Time, Temporary (up to 12 months)

**HOURS OF WORK**:Monday-Friday, 8:30am-4:30pm, 35 hours per week. Flex options to work outside of these hours and hybrid may be available.

**SALARY**: CCC Single-rated, Non-Union, $62,440-$80,800. Salary will be commensurate with education and years of applicable experience.

**WORK LOCATION**: City Hall, 1841 Argyle Street, Halifax.

**CLOSING DATE**: Applications will be received **up to 11:59pm on Tuesday, October 22, 2024.**

**Please note**:We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.

During the recruitment process, applicants have the right to request accommodation. Applicants invited to participate in an assessment process (such as an interview or testing) and who require accommodation, should discuss their needs with the Recruiter when invited to the assessment process.

(position #72295158)

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