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Division Coordinator, Office of The Cao, Mayor and

3 weeks ago

Simcoe, Canada Norfolk County Full time

**Basic Function**:

- Provide a high level of administrative assistance to the CAO, Mayor and Councilors in a complex political environment, by coordinating schedules, booking appointments, obtaining information and preparing research. Collaborate and interface with the Chief Administrative Officer/Staff to represent the County.
- Provide exceptional customer service, respond to inquiries and liaise with local officials, local boards, government agencies, outside organizations, staff and public, and provide follow-up as needed.
- Foster productive public relations and engagement as a community interface, while providing exceptional customer service.
- Administer the functions of the Office of the Mayor and ensure that the Mayor is kept fully informed on all matters requiring attention.

**Position Description**:

- Provide administrative assistance and support to the Chief Administrative Officer, Mayor and Council.
- Act as a Primary Liaison between the Mayor, the Members of Council and the Chief Administrative Officer/Staff.
- Provide meticulous service to the Chief Administrative Officer and Mayor.
- On a daily basis, be pro-active to anticipate the day-to-day needs by providing all secretarial and administrative support services to the Chief Administrative Officer and Mayor.
- Prepare, compose and proofread correspondence, schedule appointments, organize and prepare for meetings ensuring County guidelines and procedures/policies are met.
- Manage communications received from the public. Researching, replying or forwarding to appropriate Councillor and/or staff for action.
- Prepares minutes/agendas/correspondence for various ad hoc Committees in which the Mayor is involved.
- Maintain contact and departmental information on the website.
- Liaise with neighbouring municipalities and higher levels of government through various and appropriate communication methods.
- Facilitate signing of corporate document requests for Mayor and Clerk.
- To provide research support for the Mayor and Members of Council.
- Researches and monitors pertinent local/community/regional and broader issues, attends relevant community meetings, informs and updates Mayor of issues.
- Maintains accurate Records Management System for the Chief Administrative Officer’s Office.
- To maintain appropriate records management system and to be responsible for the retention of all computerized and hard copy records ensuring compliance with County policies.
- Acts as back-up recording secretary to Senior Leadership Committee.
- Supply the Senior Leadership with an accurate record of the meetings.
- Attends meetings, takes notes, types minutes and agendas and circulates for the next meeting. Seeks input for next agenda.
- Maintains “follow-up” system for actions to be taken by Senior Leadership Team.
- Ensure smooth workflow in Chief Administrative Officer’s and/or Mayor’s absence.
- To ensure there is no interruption in service to Council/Chief Administrative Officer/General Managers/staff/public.
- Process mail, answer telephone requests, and deal with public inquiries, in the Mayor’s absence.
- Contributes to setting the departmental budget and monitoring during the year.
- Set the annual estimated budget with the Chief Administrative Officer.
- Codes and track all invoices during the year for the Finance department.
- Coordinates arrangements for seminars, workshops, professional development, speaking engagements and special events.
- Ensure supplies, refreshments or appropriate individuals are prepared for the event.
- Confirm invitations and speaking notes, for speaking engagements.
- Manage the False Alarm billing program for the OPP contract.
- Purchasing and distribution of necessary supplies and materials for administrative functions and special purchases
- Maintain and oversee stationery supplies, certificate frames, office equipment and supplies while keeping within the annual operating budget for division.
- Assist with the creation and promotion of accessible documents templates for use within the organization
- Assist with the creation and maintenance of social media content to support the Mayor.
- Maintain expense and mileage records for the Mayor and reconcile purchasing card.
- Facilitate all certificates issued by the Mayor.
- Other duties as assigned.

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

- At least five (5) years previous administrative experience, in a political/municipal setting, which has dealt with senior management, politicians and the public or equivalent.
- Post-secondary education relative to the function such as Business Administration or Public Administration or equivalent.
- AMCTO designation preferred
- Recent and ongoing courses and/or training to upgrade skills with latest technology, i.e. computer training.

**Skills and Abilities**:

- Good understanding of the functions carried out by divisions/departments, as well as the inter-relationship of municipal structure and functions, and