Committee Coordinator

**Basic Function**:
Reporting directly to the Deputy County Clerk, this role is responsible for the coordination and administration of the day-to-day operations relating to Council and its Committees; coordinate the Council and Committee administrative functions, including the assembly and distribution of all documents associated with meeting agendas, draft motions, minutes and correspondence within the required time frame; schedule and coordinate all delegations and presentations; other administrative duties as assigned.

**Position Description**:

- Assist the County Clerk and Deputy County Clerk in providing administrative services to Council and its Committees, which includes preparation of Agendas, Minutes and Follow-up correspondence and back-up attendance at meetings.
- Administrate the County Agenda and Meeting Management System including managing setup, security, ongoing maintenance, and website integration. Including administration of public access on FileHold, public website maintenance on WordPress, and internal meeting preparation utilising Google documents.
- Post Council, Council-In-Committee, Public Hearings Committee, and Advisory Committee agendas, minutes and videos online to ensure timely public access to open meetings.
- Committee Clerk for all Committees of Council including but not limited to By-Law Appeals Committee (quasi-judicial body), Agricultural Advisory Board, Recreational Facilities Advisory Board, Municipal Election Compliance Audit Committee, Police Services Board, Community Policing Chairs Committee, and Telecommunications Advisory Committee
- Research legislative provisions and other information for the development of policy and procedures relative to all of the functions and responsibilities of the Council Services Department.
- Act as the Deputy Returning Officer (“DRO”) and assist with the conduct of municipal and school board elections.
- Coordinate the administration of all appointments of Council to the numerous Boards, Committees and Commissions of Council, which includes preparation of advertisements, coordination with all Division liaisons, development of policy and procedures and follow-up correspondence and the provision of administrative services as required.
- Assist, back-up and provide support to other staff within the Office of the CAO.
- Provide back-up to the general customer service/switchboard telephone line at the County Administration Building, including issuance of licences and permits.
- Deputy Issuer/Deputy Division Registrar for the issuance of Marriage Licences and Death Certificates; commissioner for pension forms and other municipal related forms.
- Provide records management support for scanning of all County By-Laws, Agendas and Council Minutes for inclusion on the County website and intranet.
- Respond to verbal and written requests and inquiries from elected officials, County staff and the public on a daily basis.
- Caretaker of Corporate Policies, Procedures, Forms and By-Laws, and updates as required and directed by Divisions.
- Research and write encroachment reports for Council, prepare corresponding by-law and execute Encroachment Agreements.
- Maintain the confidentiality of information provided by applicants in accordance with Municipal Freedom and Protection of Privacy legislation, which may contain criminal record information.
- Provide guidance and direction to student position.
- Guides and directs staff to ensure requirements are followed.
- Other duties as assigned.

**Requirements**:
**Knowledge and Experience**:

- High School Grade 12 graduation, plus an additional program of over two and up to three years in public, business, office or legal administration.
- Over three years’, and up to and including four years’, related administrative support experience in a municipal council services setting and/or legal setting.
- Completion of the AMCTO Municipal Administration Program, enrolment, or willingness to complete, considered an asset.

**Skills and Abilities**:

- Knowledge of Norfolk County services.
- Knowledge of relevant legislation, including, but not limited to, the _Municipal Act _and the _Municipal Elections Act_.
- Outstanding customer service, conflict resolution and interpersonal skills in dealing with others, and the ability to interact with elected officials, peers, superiors and the general public with tact and professionalism.
- Computer expertise required in corporate standard software (Microsoft Office and FileHold) and department-specific software (Municipal VoterView, OMNI RIM Records Management software, City-View, Escribe and Adobe DC Pro).
- Ability to work independently with little direction and to meet deadlines with constantly shifting priorities.
- Proven ability to research, assemble and present information and recommendations in a professional manner.
- Proven organizational skills demonstrating effective time management, accuracy and adaptability.
- Excellent communication, public relati