Committee Assistant

Job Summary

Under the direction of the Manager of Legislative Services and Deputy Clerk, this position provides administrative support to Legislative Services staff by utilizing advanced computer skills and strong organizational abilities to aid in the efficient day-to-day operation of the team.

Duties and Responsibilities

• Update and post to the Council and Committee Calendar with meeting dates, agendas, minutes and meeting videos in eSCRIBE.
• Assist Legislative Coordinators with preparation of agendas in escribe and other related administrative tasks.
• Distribute agendas, minutes, closed session documents and related meeting documents to members of Council and Leadership Team
• Maintain and organize the filing of closed session documents.
• Reserve meeting rooms, equipment and order refreshments for Council and Committee meetings.
• Perform and operate virtual meetings in Webex and Zoom for Council and Committee meetings and any other public meetings hosted by Legislative Services.
• Enter data from Access and Correction forms (Freedom of Information) into FOI program and confirm payment; respond to general FOI inquiries.
• Co-ordinate and order office supplies as required.
• Respond to general inquiries, handle complaints and issues or direct to appropriate person.
• Schedule meetings, conference calls and other events, as required.
• Maintain and update Committee statistics and Committee list.
• Assist Records Administrator with preparing, posting and distribution of Official Plan Amendment (OPA) and Zoning Amendment public notices; preparation and distribution of OPA booklets; distribution and post H-removal By-laws, as required.
• Back up for Committee Assistant, Committee of Adjustment to complete and submit appeal documentation to the Ontario Land Tribunal for appeals submitted under the Planning Act and other Provincial legislation.
• Back up for Administrative Coordinator to track and input time and labour in SAP and monitor City Clerk general inbox to respond or forward to the appropriate staff.
• Other duties as assigned.

Skills and Qualifications

• Graduation from a post-secondary program in administrative/business support, along with 1-3 years progressive experience in a municipal government environment, or equivalent combination of education and experience
• Demonstrated proficiency with Microsoft Office (Word, Outlook, Excel and PowerPoint), eScribe, Webex/Zoom, SharePoint, Adobe Pro.
• Ability to communicate effectively with all levels of staff and members of the public
• Strong organizational and interpersonal skills are required
• Candidates must possess the ability to work on their own initiative to meet deadlines and respond to multiple priorities 
• Aptitude for details and processes, high level of accuracy
• Ability to maintain a high standard of confidentiality and professionalism 
• Able to interpret and follow City policies, procedures and administrative practices