Job Description

Council and Committee Coordinator

Legislative Services

Temporary Contract 7-months

Closing Date:

Applications must be received by 11:59 PM, Sunday, June 1, 2025.

Position Summary:

The Council and Committee Coordinator position is responsible for providing confidential administrative support to Council, committees of Council, boards and quasi-judicial bodies that serve the Municipality. This position is responsible for coordinating the Council, committee and quasi-judicial bodies agendas, resolutions, decisions, and the preparation and retention of those bodies' official minutes. The Council and Committee Coordinator attends all meetings and provides procedural advice and administrative advice to the committees of Council and the Municipality's quasi-judicial committees.

Key Responsibilities:

Coordinate the legislative process and Council secretariat functions, which includes meeting scheduling and the preparation, distribution and posting on the website of agendas, minutes, by-laws, and other materials for Council, committees, and quasi-judicial bodies meetings. Determine the disposition of the agenda items through verbal briefings and preparation of resolutions, motions, and by-laws. Assists Council members with the preparation of Notices of Motion and Conflict of Interest forms. Develop and/or coordinate required training and orientation programs for Council, committee members and quasi-judicial bodies. Coordinate delegations before Council and committees, which includes meeting with individuals to assist in the preparation of presentations or information, reviewing materials, and reviewing meeting procedures and processes with delegates. Train and advise staff regarding the preparation of reports to Council and Committees. Receive all notices of appeal, on behalf of the Clerk, for the Court of Revision. Coordinating the process, including appeal form completeness and receipt within the required timeframe. Prepare a list of all appeals for the Court's consideration. Create briefing notes for the mayor, deputy mayor, chair of the Court of Revision, chair of BIA, and committee and quasi-judicial chairs for the meeting. Coordinate and process appeals made to the Appeal Committee and Property Standards Committee. Prepare agendas and index of evidence for quasi-judicial proceedings including Appeal Committee and Property Standards Committee. Provide procedural advice to staff and members of the public/organizations with regards to agenda deadlines, procedures of Council, Council committees and quasi-judicial bodies. Ensure meetings of Council committees, Council boards and quasi-judicial committee meetings are conducted in accordance with the by-laws, legislation, and terms of reference, where applicable. Responsible for interpretation of legislation, statutes, and by-laws and for exercising judgement and decision-making on matters pertaining to meeting process, procedures, and advice to meeting chairpersons and members. Coordinate the development, processing, and amendments of by-laws. Coordinate the recruitment of committee and quasi-judicial members. Utilize knowledge of privacy legislation to ensure documents containing personal information are redacted from Council, committee documents. Plan and develop systems and procedures to improve the operating quality and efficiency of the Council and Committee service area. Oversee technical requirements and support of holding hybrid Council, committee, board, and quasi-judicial meetings, which includes system settings within the video conferencing platform to record and livestream, trouble shooting technical difficulties, correcting any errors, downloading and editing Council and committee meeting recordings using applicable software, and upload and post meeting videos to the municipal website. In accordance with the accessibility standards, remediate all staff reports and agenda items before circulating and posting agendas or by-laws. Manage the Legislative departmental website pages, including Legislative Services, By-law Enforcement, and Legal Services. Create forms, surveys, and amend webpages, as required. Assist the Clerk with the municipal election and any electoral matters pursuant to the Municipal Elections Act. Support the records management and privacy team with Freedom of Information requests as required. Comply with applicable provincial and municipal legislation, including the Municipal Freedom of Information and Protection of Privacy Act, and the Municipality's Records and Information Management Program. Comply with the Occupational Health and Safety Act, applicable regulations, and the Municipality's Health and Safety Program. Other duties as assigned.

Qualifications, Knowledge, and Skills:

Must have a post-secondary diploma or degree in Political Science, Public Administration, or Business-related field. Completion of the Municipal Administration Program (MAP) from the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) preferred and have full membership with same or have a diploma in Municipal Administration. Must have 2 years of relevant experience in a Municipal Clerk's Office. Experience interpreting and applying appropriate Acts and Legislation including Vital Statistics Act, Municipal Elections Act, Municipal Act, 2001 and Procedural By-laws. Working knowledge and experience with privacy legislation, specifically Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Accessibility for Ontarians with Disabilities Act*, 2005 required.
Thorough understanding of the mandates of assigned committees/councils and familiarity with the mandates of all such bodies Ability to work in a complex environment that requires a high degree of sensitivity, responsiveness, and a need to maintain absolute confidentiality and neutrality. This position deals directly with Council regularly, and as a result, this individual must have the ability to demonstrate diplomacy, critical thinking, and emotional intelligence in a political environment. Ability to prepare reports and attention to accuracy and detail, in a time-sensitive environment. Ability to understand and appreciate diverse points of view about complex and often inter-related issues in a variety of contexts, such that the written record of a meeting can be captured succinctly, with clarity and precision. Proficient in computer applications, in a Microsoft Windows environment. Working knowledge of an election, preferably a municipal election is an asset.

Hours of Work and Working Conditions:

This position is employed for 35 hours per week. Attendance at evening meetings will be required.

Employee Group:

Non-union.