Council and Committee Services Coordinator

2 weeks ago

Oakville, Canada Town of Oakville Full time

**Job Details**:
**Permanent Full Time (CUPE 1329)**:
**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 **April 4, 2024.**:
**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**:
Reporting to the Manager, Council and Committee Services the primary responsibilities for this position include:
**Responsibilities**:

- Prepare and coordinate electronic agendas, delegation requests, attend meetings, compose minutes and correspondence for Council, standing and advisory committees and boards, as assigned.
- Review agenda items and ensure all documentation provided with staff reports is complete and accurate.
- Liaise with Committee Chairs to ensure that the Committee operates within established terms of reference and rules of procedure and that the meeting is run in a professional manner.
- Liaise with the Legal department in meetings regarding Property Standards Committee and Appeal Committee notices, agendas, meetings and minutes and keeping updated on all viable documentation.
- Responsible for coordinating minutes for advisory committees to the appropriate Council or standing committee for approval.
- Responsible for ensuring rooms, equipment and supplies are available for all committee meetings as required.
- Assist with training staff on the Electronic Agenda Management System (eScribe).
- Create and maintain up to date records relating to Committee members, including contact information, tenure, attendance, etc. in the electronic eScribe Board Management program.
- Provide procedural advice at standing and advisory committee meetings in relation to the Town’s Procedure By-law, Statutory Powers and Procedure Act, the Municipal Act and Robert’s Rules of Order.
- Act as recording Officer for the Town’s Emergency Operation Centre (EOC).
- Prepare and place advertisements in local newspaper for recruitment of new committee members.
- Prepare Council information package on a weekly basis which is distributed electronically to Members of Council and Senior Management.
- Collect and record meeting statistics on open and closed Council and committee meetings for report to Council.
- Provide information to Council, staff from other town departments and the public on matters relating to the work of Council and committees.
- Coordinate the reception and meeting for the inaugural Council meeting.
- Assist with the preparation of by-laws and staff reports for Council and standing committees.
- Prepare training manuals and procedures for the electronic agenda management system and the board manager program.
- Coordinate Council appointments to committees and boards.
- Develop procedures relevant to the coordinators position.
- Assist with the municipal elections, as required. Perform other duties as assigned.**Qualifications**:

- Completion of a two-year college diploma in Business, Municipal or Public Administration combined with a minimum of three (3) years directly related experience.
- Previous municipal experience is a definite asset.
- Completion or enrollment in the AMCTO Municipal Administration Program.
- Knowledge of applicable legislation including municipal by-laws and policies.
- Knowledge of an electronic management system and a committee tracking system.
- Must possess excellent communication skills, both oral and written, strong skills in Microsoft 365.
- Strong interpersonal and organization skills combined with the ability to effectively deal with sensitive and confidential information.
- Requires a high degree of professionalism, competency and communication skills in public forum settings.
- Excellent customer service skills and ability to work with Council, other levels of government Federal and Provincial, Senior Management, town staff and the public.
- Highly proficient minute-taking and excellent report writing ability, excellent interpersonal skills and the ability to work as a team player and multi-tasking and time management skills are essential.
- Must be available to attend evening meetings as required and be experienced in working within strict deadlines.

**DATED**:March 21, 2024**:
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**We thank all applicants and advise that only those selected for an interview will be contacted.**:

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