Job Description

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Job ID: 41878
Job Category: Administrative
Division & Section: City Clerk\'s, City Clerk\'s Secretariat
Work Location: City Hall, 100 Queen St W
Job Type & Duration: Full-time, 2 Permanent Vacancies
Hourly Rate: $45.19 - $49.53
Shift Information: Monday to Friday, 35 hours per week
Affiliation: L79 Full-time
Number of Positions Open: 2
Posting Period: 1-Nov-2023 to 15-Nov-2023

To provide secretariat support services for Council, Committees Boards and Tribunals, as assigned, in accordance with City by-laws, provincial statutes and corporate policies and procedures and to assist in the co-ordination and provision of the secretariat function for City Council, Standing Committees, Community Councils and the Tribunals.


Major Responsibilities:

• Assists the Administrator, as required, in coordinating and training a team supporting assigned Committees, Boards and Tribunals
• Attends regular, closed session, and statutory meetings and hearings, and assists the Administrator in the provision of administrative services related to assigned Committees, Boards and Tribunals, ensuring that proper notice is given, agendas are prepared, and decisions are reported in accordance with relevant statutory requirements and Council\'s procedures by-law.
• Assists the Administrator in ensuring the proper conduct of Committee, Board and Tribunal hearings and meetings, proper reporting of decisions, and compilation of records for City and other tribunals, such as the Ontario Land Tribunal, using various software packages and database systems.
• Serves as Committee Secretary to assigned Committees, such as Sub-Committees of Standing Committees, Special Committees, Task Forces, Boards, Panels and Tribunals, ensuring basic requirements of democratic governance and parliamentary meeting procedures are met according to corporate policy, Council meeting procedures, City by-laws and statutory requirements.
• Assists the Administrator in the provision of administrative services related to assigned decision bodies.
• Provides consistent procedural advice to Committees, Boards and Tribunals during meetings, including formulating motions and recording decisions based on established procedures and accepted parliamentary rules in a public and political environment.
• Ensures that all established legislative process deadlines are met without exception.
• Reviews public correspondence and staff reports under the purview of assigned Committees, to respond to inquiries from Committee, Board and Tribunal members and the public.
• Directs the preparation and distribution of the agenda, and coordinates public notification process and scheduling of time-specific items on the agenda.
• Confers with Members of Council and senior staff on matters before Committees, Boards and Tribunals, and provides guidance to ensure that Council policies, procedural rules and budgetary and legislative requirements, are followed.
• Oversees day-to-day activities of staff to ensure the timely and accurate preparation and publishing of Committee, Board and Tribunal agenda/reports, decision documents, minutes and correspondence ensuring that actions are accurately interpreted and effectively communicated to appropriate persons.
• Briefs Council and Committee support teams, as required, prior to Council, on matters arising from
• Committee meetings and ensures that the decisions of Committees, Boards and Tribunals are transmitted in an accurate and timely manner.
• Responds to inquiries from elected and appointed officials, public and media on matters under the purview of the Committees, Boards and Tribunals.
• Attends meetings of City Council, as required, and supports the Clerk and Members of Council.
• Assists in the provision of one-stop customer service for public access to the City\'s decision\xc2\xac making process and for other City Clerk\'s Office services at the civic centers.
• Monitors and maintains, on an-ongoing basis the list of contacts for Board and Tribunal Members, and relevant Agency staff for communication purposes, with respect to Standing Committees, SubCommittees, Advisory Committees, Special Committees and Task Forces.
• Assists with the Municipal Election and other municipal functions and services within in the purview of the City Clerk\'s Office.
• Collects and interprets information about Secretariat meeting management services.
• Undertakes and participates in projects and work assignments as part of the annual Secretariat work plan.

Key Qualifications:


Your application must describe your qualifications as they relate to:

• Experience supporting Committees, Boards or Tribunals, including preparing notices and agendas, reviewing Committee reports, recording minutes and writing effective correspondence.

• Experience applying knowledge of municipal by-laws and Provincial legislation governing the decision making process, such as, but not limited to, the City of Toronto Act, the Municipal Elections Act, the Municipal Conflict of Interest Act, Statutory Powers Procedure Act, the Planning Act, Heritage Act and Toronto Municipal Code Chapter 27 - Council Procedures.

• Experience working in a customer service environment dealing with all levels of staff, elected officials, the public and external stakeholders, in person, by telephone and in writing.

You must also have:

• Ability to provide advice on Committees, Boards and Tribunals procedures.
• Proficiency using Microsoft Office Suite (i.e. Microsoft Word, PowerPoint, Excel and Outlook).
• Ability to utilize or demonstrated ability to learn software packages relevant to supporting the Division\'s core requirements, such as the Toronto Meeting Management Information System (TMMIS), the Integrated Business Management System (IBMS),the Registry Service Tracking System (RSTS) CheckMarket Surveys and the Clerk\'s Meeting Portal (CMP).
• Well-developed interpersonal skills with the ability to promote effective teamwork and to provide work direction and train staff, as required.
• Demonstrated ability to effectively communicate with tact and a high-degree of political acuity, both verbally and in writing, with elected and appointed officials, the public and the media with a sound understanding of the City\'s administrative and governance structure and processes
• Ability to coordinate workloads, deal with conflicting demands, and concentrate on detailed work requirements with attention to accuracy under frequent pressure situations in order to meet all deadlines with minimum supervision.
• Excellent problem solving skills, and ability to effectively interpret proceedings and complex motions.
• Ability to exercise independent judgment and discretion in dealing with confidential matters.
• Ability to deliver services and programs to customers relating to legislative requirements.
• Familiarity with government legislation in the area of Occupational Health and Safety.

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:
City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City\'s Internal Job Posting Portal.


Equity, Diversity and Inclusion
The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City\xe2\x80\x99s commitment to employment equity.
Accommodation
The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City\xe2\x80\x99s Hiring Policies and Accommodation Process.