Councillor's Assistant III

JOB SUMMARY

You are accountable for the effective day-to-day management and administration of the Councillor’s Office, including staff leadership, operational priorities, office compliance, resource and budget oversight, legislative advice, management of high-risk constituency matters, communications, and senior stakeholder representation. You ensure that office services, advice, and outputs are aligned with the Councillor’s objectives and applicable Council and City requirements.

KEY RESPONSIBILITIES

1. Supports the general operations of the Councillor’s Office by:

• Reading staffing activities including participating in hiring, orienting and training staff, establishing work priorities, assigning responsibilities, monitoring workloads and performance, providing feedback, and addressing or reporting performance matters to the Councillor;
• establishing operational priorities, assigning work, and coordinating daily activities to ensure alignment with the Councillor’s objectives;
• providing direction, guidance, and feedback to staff and volunteers, including monitoring work progress and quality of outputs;
• reviewing staff performance, addressing performance or workload issues, and reporting performance matters, trends, and recommendations to the Councillor;
• advising the Councillor on staffing requirements, office capacity, and resource planning need; and
• undertaking special assignments as requested by the Councillor.

2. Supports the administrative and constituency functions of the Councillor’s Office by:

• providing operational advice to the Councillor on ward, city-wide, legislative, policy, constituency, stakeholder, communications, staffing, and office-management matters;
• overseeing and assuming accountability for complex, sensitive, high-profile, or politically significant constituency matters, including determining response strategies, required escalation, stakeholder involvement, and alignment with the Councillor’s direction;
• exercising judgement to determine appropriate responses, escalation, or referrals related to constituency matters;
• ensuring the Councillor’s Office complies with applicable Council protocols, policies, procedures, financial controls, information-management requirements, and other requirements governing the operation of an elected official’s office;
• advising on, interpreting, and communicating the Councillor’s position on significant issues to City staff, members of the public, community stakeholders, the media, and other interested parties, as authorized by the Councillor;
• ensuring constituency records, correspondence, and tracking systems are maintained and that requests and commitments are actioned by City staff in a timely manner; and
• overseeing the administration and monitoring of the Councillor’s Constituency Services Budget, ensuring compliance with the Council Expense Policy and applicable financial controls, advising the Councillor on budget pressures and resource requirements, and approving expenditures where delegated.

3. Supports the legislative functions of the Councillor’s Office by:

• providing senior review, direction, and advice on Council, Committee, Local Board, legislative, policy, and corporate matters, including assessing significant implications, risks, and opportunities and recommending strategies or actions to the Councillor;
• ensuring the Councillor is prepared for meetings of Council, Committees, and other forums by overseeing the preparation of briefing materials, background information, and speaking notes;
• leading or overseeing the development of motions, inquiries, amendments, and related correspondence, ensuring their accuracy, strategic alignment, and readiness for the Councillor’s review and approval; and
• representing the Councillor, as delegated, in senior-level meetings and discussions with the Mayor’s Office, Members of Council, senior City staff, community organizations, associations, and other stakeholders, and advancing the Councillor’s established objectives and positions.

KEY RESPONSIBILITIES (CONTINUED)

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

• representing the Councillor at meetings with City staff, constituents, community organizations, associations, and special events, and communicating the Councillor’s position and building understanding and support;
• attending and actively participating in community association meetings and related events to maintain awareness of local issues and priorities;
• preparing and coordinating presentation materials, briefing notes, and speeches for the Councillor;
• leading the development, implementation, and ongoing review of the Councillor’s communications and public-engagement strategy in collaboration with the Councillor, and ensuring that communications products and activities are aligned with the approved strategy;
• preparing written communications, including articles, columns, and newsletters, and coordinating printing and distribution;
• organizing, coordinating, and promoting community meetings, events, and public consultation initiatives, including arranging materials, supplies, and required services; and
• building and maintaining effective partnerships with community stakeholders to address and respond to community issues and concerns.
• leading strategic stakeholder relations on significant ward and city-wide matters, including building support, addressing competing interests, and advising the Councillor on stakeholder risks, positions, and engagement strategies.

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

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

EDUCATION AND EXPERIENCE

Completion of 2-year community college diploma in Public, Business or Office Administration

Minimum of 5 years of general office administration 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
• Familiarity with financial management and payment systems used to support budgeting and transactions (e.g., enterprise resource planning systems).
• Knowledge of financial, administrative, and corporate policies, procedures, and controls
• Experience with corporate information technology systems and digital tools, including office productivity and enterprise systems.
• 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
• Research, collect data and analyze same and prepare concise reports
• 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