Committee Secretary

1 month ago

Toronto, Canada City of Toronto Full time

**Job ID**: 41878

**Job Category**:Administrative

**Division & Section**:City Clerk's, City Clerk's Secretariat

**Work Location**:City Hall, 100 Queen St W

**Job Type & Duration**:Full-time, 2 Permanent Vacancies

**Hourly Rate**:$45.19 - $49.53

**Shift Information**: Monday to Friday, 35 hours per week

**Affiliation**: L79 Full-time

**Number of Positions Open**: 2

**Posting Period**: 1-Nov-2023 to 15-Nov-2023

To provide secretariat support services for Council, Committees Boards and Tribunals, as assigned, in accordance with City by-laws, provincial statutes and corporate policies and procedures and to assist in the co-ordination and provision of the secretariat function for City Council, Standing Committees, Community Councils and the Tribunals.

**Major Responsibilities**:

- Assists the Administrator, as required, in coordinating and training a team supporting assigned Committees, Boards and Tribunals
- Attends regular, closed session, and statutory meetings and hearings, and assists the Administrator in the provision of administrative services related to assigned Committees, Boards and Tribunals, ensuring that proper notice is given, agendas are prepared, and decisions are reported in accordance with relevant statutory requirements and Council's procedures by-law.
- Assists the Administrator in ensuring the proper conduct of Committee, Board and Tribunal hearings and meetings, proper reporting of decisions, and compilation of records for City and other tribunals, such as the Ontario Land Tribunal, using various software packages and database systems.
- Serves as Committee Secretary to assigned Committees, such as Sub-Committees of Standing Committees, Special Committees, Task Forces, Boards, Panels and Tribunals, ensuring basic requirements of democratic governance and parliamentary meeting procedures are met according to corporate policy, Council meeting procedures, City by-laws and statutory requirements.
- Assists the Administrator in the provision of administrative services related to assigned decision bodies**.**:

- Provides consistent procedural advice to Committees, Boards and Tribunals during meetings, including formulating motions and recording decisions based on established procedures and accepted parliamentary rules in a public and political environment.
- Ensures that all established legislative process deadlines are met without exception**.**:

- Reviews public correspondence and staff reports under the purview of assigned Committees, to respond to inquiries from Committee, Board and Tribunal members and the public**.**:

- Directs the preparation and distribution of the agenda, and coordinates public notification process and scheduling of time-specific items on the agenda.
- Confers with Members of Council and senior staff on matters before Committees, Boards and Tribunals, and provides guidance to ensure that Council policies, procedural rules and budgetary and legislative requirements, are followed**.**:

- Oversees day-to-day activities of staff to ensure the timely and accurate preparation and publishing of Committee, Board and Tribunal agenda/reports, decision documents, minutes and correspondence ensuring that actions are accurately interpreted and effectively communicated to appropriate persons.
- Briefs Council and Committee support teams, as required, prior to Council, on matters arising from
- Committee meetings and ensures that the decisions of Committees, Boards and Tribunals are transmitted in an accurate and timely manner.
- Responds to inquiries from elected and appointed officials, public and media on matters under the purview of the Committees, Boards and Tribunals.
- Attends meetings of City Council, as required, and supports the Clerk and Members of Council.
- Assists in the provision of one-stop customer service for public access to the City's decision¬ making process and for other City Clerk's Office services at the civic centers.
- Monitors and maintains, on an-ongoing basis the list of contacts for Board and Tribunal Members, and relevant Agency staff for communication purposes, with respect to Standing Committees, SubCommittees, Advisory Committees, Special Committees and Task Forces.
- Assists with the Municipal Election and other municipal functions and services within in the purview of the City Clerk's Office.
- Collects and interprets information about Secretariat meeting management services.
- Undertakes and participates in projects and work assignments as part of the annual Secretariat work plan.

**Key Qualifications**:

- Experience supporting Committees, Boards or Tribunals, including preparing notices and agendas, reviewing Committee reports, recording minutes and writing effective correspondence.
- Experience working in a customer service environment dealing with all levels of staff, elected officials, the public and external stakeholders, in person, by telephone and in writing.

**You must also have**:

- Ability to provide advice on Committe

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