Councillor's Assistant (Policy and Research Coordinator)

JOB SUMMARY

The Councillor's Assistant, Policy and Research is accountable for managing and delivering a wide range of strategic, political, and operational services and processes in support of the Councillor and the Councillor’s agenda including: strategic management of issues, policy analysis and development, internal and external political relations, and project management. 

DESCRIPTION OF RESPONSIBILITIES

• May ensure the Councillor is prepared with the required briefing material for meetings of Council, committees and other meetings 
  • Conferring with the Councillor to review policy initiatives and emerging issues.  
  • Reviewing correspondence and documentation upon receipt and referring it to the appropriate City staff for comment and input. Following up with staff on the status of referred correspondence and expediting required input. 
  • Conferring with City staff on the status of policy development and expediting documentation as required. 
  • Reviewing documentation upon receipt and drawing key points to the Councillor’s attention, then following up with staff as directed by the Councillor. 
• May process correspondence addressed to the City Councillor by regularly reviewing emails, letters, and other correspondence from constituents and other sources. Providing prompt, relevant, and informed responses about the City’s policies and programs, or City Council and Committee agendas.  
• May provide communications support to the Councillor, including: serving as a point of contact on behalf of the Councillor with the news media, the general public and constituents; providing general information on initiatives and issues within the Councillor’s constituency and the City at large and coordinating meetings for the Councillor; drafting, for the Councillor’s review and approval, speeches, newsletters for constituents, and articles, columns, and letters to the editor for local and mainstream print media; and updating the Councillor’s web page and social media accounts. 
• May monitor and maintain records on Committee recommendations and Council decisions regarding matters of interest to the Councillor and his/her constituents.  
• May review and analyse agendas for Council, committees, task forces, agencies, boards and commissions; identify items that will affect the councillor and his/her constituents; and recommend and initiate appropriate action. 

DESCRIPTION OF RESPONSIBILITIES CONTINUED

• May undertake research and analysis for the Councillor with respect to policy matters and departmental initiatives, including making recommendations to the Councillor on the content and appropriateness of reports prepared by City staff; researching initiatives; and assisting with policy formulation for recommendation to appropriate Council committees, task forces, boards and agencies. 
• May provide liaison services for the Councillor with the Mayor, other Members of Council and their staff, as well as the City Manager, general managers, directors, managers and other City staff with respect to corporate initiatives, operational issues, and issues affecting the Councillor and his/her constituents.  May liaise with other Councillors or other government officials, as required, for support on issues of importance. 
• May review correspondence of importance with the Councillor, advise on or determine the course of action if required, and organize replies for signature where appropriate. May aid the Councillor with the resolution of issues requiring his/her attention. May arrange and delegate the preparation of responses by appropriate staff, as required, and sign on the Councillor’s behalf as delegated by the Councillor. 
• May arrange public meetings, meetings with constituents and other community events, and accompany the Councillor as required.  May attend events in the Councillor’s absence, and brief the Councillor on the outcome of meetings following the event. 
• May provide general administrative support services to the Councillor, as required. 

EDUCATION AND EXPERIENCE

Post Secondary School Diploma 

University degree in Business Administration, Public Administration, Journalism, Communications, English or related program. 

A minimum of 5 years' experience in providing administrative services is required, preferably to the senior executive level, and including the provision of communication services. Experience providing support to an elected official is desirable. 

KNOWLEDGE

• Mandate, structure, and protocol of Council and its committees 
• The demographics of the Councillor’s ward and current initiatives and issues within the ward 
• Effective communications vehicles such as newsletters, newspapers, and social media 
• Policy initiatives and issues in committees chaired by the Councillor or on which the Councillor is a member 
• The City corporation sufficient to obtain policy information and documentation in drafting committee agendas 
• Knowledge of City administrative structure 
• Knowledge of City services and policies  
• Knowledge of Microsoft Office 
• Office protocols, systems and procedures 
• Policies, protocols, and procedures required of a Councillor and the Councillor’s office 

COMPETENCIES, SKILLS AND ABILITIES

• Convey policy positions on complex and controversial issues 
• Excellent interpersonal and communication skills 
• Strong writing skills
• Communicate effectively via verbal presentations, written information, promotional material and reports 
• Demonstrated initiative, requiring general direction only 
• Attention to detail 
• Ability to effectively work independently and within a team