Councillor's Assistant I

JOB SUMMARY

You are responsible for leading and coordinating day-to-day constituency case management, legislative and policy research, scheduling and administrative processes, communications, and community-engagement activities for the Office of a City Councillor. You work with considerable independence and judgment within the Councillor’s direction and established office priorities, and escalate matters involving significant political, reputational, policy, financial, or operational risk.

KEY RESPONSIBILITIES

1. Provides administrative and constituency support of the councillor’s office by:

• • managing and coordinating constituent inquiries, concerns, and complaints, including complex or sensitive cases; determining appropriate operational followup; and escalating high-risk, high-profile, or politically significant matters to the Councillor or Councillor’s Assistant III.
  • communicating approved information and the Councillor’s established position to City staff, residents, community stakeholders, and the media, as authorized, and referring matters requiring new direction or significant interpretation to the Councillor or Councillor’s Assistant III.
  • ensuring requests and inquiries from the Councillor’s Office are actioned by City staff and followed up in a timely manner;
  • maintaining the Councillor’s Office database and tracking systems, records constituent interactions, and provides regular status updates to the Councillor;
  • maintaining and preparing financial records and ordering office supplies and materials in accordance with the Council Expense Policy;
  • monitoring the Councillor’s Constituency Services Budget in accordance with the Council Expense Policy, including approving expenditures when delegated;
  • overseeing the Councillor’s scheduling and invitation-management processes, resolving routine calendar conflicts, establishing scheduling requirements, and coordinating with administrative staff to ensure that required information and
  • materials are available.
  • Coordinating and preparing briefing materials, background information, issue summaries, and draft speaking points for review, ensuring materials are complete, timely, and responsive to identified meeting requirements; and
  • undertakes special assignments as requested by the Councillor.

2. Supports the legislative functions of the councillor’s office by:

• • monitoring Standing Committee recommendations and City Council decisions related to matters of interest to the Councillor and their constituents;
  • reviewing and analyzing agendas and reports for Council, Committees, and Local Boards to identify impacts, risks, and opportunities affecting the Councillor and the ward;
  • analyzing legislative, policy, and corporate matters, recommending operational responses, and implementing approved actions within delegated authority;
  • conducting research and analysis on policy issues, departmental initiatives, and operational matters to support informed decision-making;
  • researching and drafting motions, inquiries, amendments, and supporting materials for review and approval by the Councillor or Councillor’s Assistant III; and
  • coordinating and maintaining operational liaison with the Mayor’s Office, Members of Council and their staff, City departments, and senior City staff on corporate initiatives, operational issues, and ward matters, and escalating matters requiring senior representation, advocacy, or strategic direction.

KEY RESPONSIBILITIES CONTINUED

3. Supports the public engagement and community outreach functions of the Councillor’s Office by:

• • attending public meetings on behalf of, or with, the Councillor;
  • preparing and coordinating general presentation materials and speeches for the Councillor;
  • organizing and publicizing community meetings and events and conducting public consultation campaigns;
  • arranging the purchase of supplies and coordinating any special services in support of meetings and events;
  • leading routine coordination with community stakeholders to identify issues, facilitate follow-up, and support approved community initiatives, while escalating matters requiring advocacy, negotiation, or senior political representation.
  • preparing articles, columns, newsletters including coordinating print and distribution, as required;
  • maintaining and monitoring the Councillor’s social media and online presence, including developing content and producing video, photos and graphics; and
  • preparing plaques and letters of commendation for special events.

4. Works in accordance with applicable health and safety legislation, policies and procedures, and all other legislation, policies and procedures relevant to the work.

5. Performs other related duties consistent with the duties outlined above.

EDUCATION AND EXPERIENCE

Completion of 2 years of community college in Business/Office Administration.

Minimum of 3 years of general office administration, customer service or related experience.

KNOWLEDGE

• Knowledge of the mandate, roles, and responsibilities of a large public-sector organization.
• Principles and practices of office management
• Understanding of organizational structures and governance frameworks in a complex organization
• Record keeping, filing and general office procedures
• Database and records management practices
• Knowledge of applicable health and safety legislation, including the rights and duties of workers

COMPETENCIES, SKILLS AND ABILITIES

• Ability to communicate effectively with interested parties
• Computer applications, including Microsoft Word, Excel, PowerPoint, Access,Electronic Records Management System and other corporate standard software
• Ability to maintain high level of confidentiality
• Ability to work in a political atmosphere
• Initiative, tact, discretion, reliability and sound judgment
• Work independently and interact with all levels of management, professionals, political staff and other staff – internally and externally

Core Behaviours
Core behaviours define the City’s expectations of the behaviours employees should demonstrate in performing their work. They are reflective of the City’s culture and values and guide all our present and future activities. Every employee is encouraged to learn, embody and demonstrate these core behaviours.
Review the Core Behaviours