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Committee Services Coordinator

4 months ago

Georgina, Canada Town of Georgina Full time

**Committee Services Coordinator**

**CUPE 905.03.11**

**(Job ID # 2024.35)**

**Department**: Legislative Services

**Division**: Clerks

**Location**:Civic Centre

**Status**:Permanent, Full Time

**Number of Positions**: 1

**Hourly Wage**: $33.37 to $37.08 per hour

**Date Posted**: April 19, 2024

**Date Closing**: May 2, 2024

**Come work with us**

Employment with the Town of Georgina offers an opportunity to make a positive difference in our community. We are a progressive, forward-thinking organization focused on continuous improvement, innovation and providing exceptional customer service. We offer a collaborative team environment and an excellent place to take charge of your career.

**Position Purpose**

Responsible for co-ordinating and preparing documents for meetings of Advisory and Council Committees, co-ordinating public delegations, attending meetings, composing minutes, resolutions, by-laws and reports. Maintain records of Committee decisions. Liaise with other departments, advising the public and staff of Committee decisions and providing information and guidance on Committee procedures and decisions. Providing administrative, management and clerical support for the Committees. **_For full details on duties and qualifications, please see attached job description._**

**Minimum Qualifications**
- Two year College Diploma in Office Administration/Municipal Government/Parliamentary Procedures from an accredited College/University and/or municipal training through the AMCTO;
- Two (2) years previous administrative/office experience, plus one (1) year in a public sector environment;
- Demonstrated experience in agenda preparation, minute taking, and composing correspondence**, **including reports and by-laws;

**How to apply**

**Committed to diversity and a barrier-free environment**

**JOB DESCRIPTION**

**Title**:Committee Services Coordinator **Position #**:67

**Department**:Legislative Services **Division**:Clerks

**Date Created**:May 2003 **Revision Date**:February 2020

**Reports To**:Deputy Clerk **Job Grade**:10

**Direct Reports**:None **Employee Group**:CUPE 905.03

**Position Summary**

Responsible for co-ordinating and preparing documents for meetings of Advisory and Council Committees, co-ordinating public delegations, attending meetings, composing minutes, resolutions, by-laws and reports. Maintain records of Committee decisions. Liaise with other departments, advising the public and staff of Committee decisions and providing information and guidance on Committee procedures and decisions. Providing administrative, management and clerical support for the Committees.

**Responsibilities**
- Administers all aspects of the operation of the Council committees and Sub-Committees in accordance with the Municipal Act, and all other applicable regulations and procedural by-laws;
- Attends meetings of various Council committees and Sub-Committees, to record and prepare minutes and correspondence arising from such meetings and follows-up on related matters for the Committees and Council as necessary;
- Prepares yearly meeting schedules for all Committees and Sub-Committees;
- Prepares, compiles and distributes all Committee and Sub-Committee agendas;
- Responsible for preparing correspondence to ensure that appropriate staff/persons/agencies are advised of approved resolutions, recommendations, and directions;
- Conducts research and prepares reports to Council on behalf of Committees;
- Responsible for some interpretation of legislation, statutes and By-laws and for exercising judgement and decision-making on matters pertaining to meeting process, procedures and advice to Committee Chairs;
- Assists Committee Chairs and staff in meeting preparation and management by providing advice/guidance on municipal legislation, by-laws, parliamentary procedures and in the scripting of motions;
- Acts as liaison between staff and Committee members and maintains relevant files relating to the proceedings of the various Committees and Sub-Committees;
- Responsible for the development and delivery of Committee procedures in accordance with associated legislation and Town policies;
- Researches, prepares and processes all resulting correspondence and enquiries arising from committee meetings;
- Coordinates and participates in the execution of Committee events such as Georgina Heritage Week, Diversity Bus Tour, Heritage Plaquing Ceremonies, Heritage Awards, Environmental Speaker Series, Georgina Agricultural Week;
- Assists in the development and delivery of Accessibility Plans and policies for the Town as set out in the requirements of the Ontarians with Disabilities Act;
- Remains consistently conversant with legislation which impacts the process affecting how the Committees and Boards of Council operate and ensures the communication of same along with decisions made by Committees and Boards to all affected persons, divisions, and departments;
- Gives advice to staff and members of the public/organ