Committee/Council Administrator

City of Toronto•Union, NJ

7d•Onsite

About The Position

The mission of the City Clerk's Office is to build public trust and confidence in the City of Toronto's government. To this end, the Office administers municipal elections, manages the decision-making processes of Council, makes information accessible to the public while protecting privacy, and provides protocol services to its officials. The Secretariat unit of the City Clerk's Office provides key services that make government work, including delivering meetings of City Council, its Committees, local Boards and Tribunals; processing bills, by-laws and appeals; facilitating Councillor appointments and recruiting public appointees for Boards, Committees and Tribunals; overseeing the preparation and issuance of public notices and appeals for matters under the Ontario Heritage Act and the Planning Act; and, providing public services such as issuing marriage licences and burial permits, local polling, and commissioning documents.

Requirements

Considerable experience in providing advice, guidance and support on policies, legislation and procedural processes to a decision-making body such as a government, a board of directors or a not-for-profit organization.
Demonstrated ability to interpret, and communicate about, legislative documents and to identify and resolve issues in a timely manner.
Considerable experience in leading teams.
Experience hiring, training, and supervising staff and managing performance.
Ability to promote effective teamwork, develop staff, provide day-to-day work direction and handle employee and labour relations issues and grievances.
Experience in leading and managing change, including the implementation of technological change.
Experience in meeting management processes, which may include planning and managing meetings, preparing agendas, and accurately recording motions and decisions.
Collaborative and effective communicator.
Ability to manage relationships and confidently represent the City Clerk's Office on interdivisional teams, projects and initiatives.
Ability to research, and respond to inquiries from elected and appointed officials, the public, staff and the media on Council and Committee matters.
Ability to draft reports to Committee and Council on legislative and administrative matters.
Understanding of the City's administrative and governance structure and processes.
Ability to effectively communicate with elected and appointed officials, the public and the media.
Ability to develop and deliver presentations and to write in clear and plain language in reports and correspondence.
Experience in managing multi-stakeholder customer service operations.
Ability to coordinate and manage workloads, deal with conflicting demands, and concentrate on work requirements under frequent pressure situations to consistently meet competing deadlines.
Strong understanding of the legislative and procedural frameworks in which the City Clerk's Office operates.
Knowledge of municipal by-laws and provincial legislation, including, but not limited to, the City of Toronto Act, 2006; the Municipal Conflict of Interest Act; the Ontario Heritage Act, 1990, the Planning Act, 1990, Toronto Municipal Code Chapter 27, Council Procedures; Toronto Municipal Code Chapter 190, Polling and Notification; Toronto Municipal Code Chapter 162, Notice, Public; the Marriage Act; the Vital Statistics Act; the Assessment Act; and the Liquor Licence Act.
Familiarity with the Occupational Health and Safety Act and the Accessibility for Ontarians with Disabilities Act.
Ability to exercise independent judgment and discretion in dealing with confidential matters under relevant legislation such as the City of Toronto Act and the Municipal Freedom of Information and Protection of Privacy Act.

Nice To Haves

Experience in the preparation, review and publishing of agendas, decisions, minutes, by-laws and correspondence, using a range of applications and digital tools.
Experience in providing motion drafting assistance and procedural advice to elected and appointed officials and staff at all levels of the organization.
Experience ensuring that meetings and the City's official legislative meeting records are open and meet legislated requirements.
Experience ensuring the integrity of Council's decision-making process.
Experience maintaining the City's municipal code and by-laws in accordance with relevant corporate and statutory requirements.
Experience compiling records for City and other tribunals, such as the Ontario Land Tribunal, ensuring compliance with tribunal rules and directions.
Experience ensuring that the duties of the City Clerk, as set out in the Planning Act and the Heritage Act, are carried out in accordance with statutory requirements and Council direction.
Experience approving and reconciling invoices to ensure expenditures are correctly documented and recovered.
Experience in leading and managing change, including the implementation of technological change.
Experience in developing and implementing the City Clerk's Office's policies and procedures.
Experience as a champion of public participation, safeguarding the public's right to notice and providing input about decision-making.
Experience researching, and responding to inquiries from elected and appointed officials, the public, staff and the media on Council and Committee matters.
Experience drafting reports to Committee and Council on legislative and administrative matters.
Experience promoting a corporate understanding of City Council's process and the City Clerk's mandate and services.
Experience developing and delivering presentations.
Experience writing in clear and plain language in reports and correspondence.
Experience in managing multi-stakeholder customer service operations.
Experience in coordinating and managing workloads, dealing with conflicting demands, and concentrating on work requirements under frequent pressure situations to consistently meet competing deadlines.
Strong understanding of the legislative and procedural frameworks in which the City Clerk's Office operates.
Knowledge of municipal by-laws and provincial legislation, including, but not limited to, the City of Toronto Act, 2006; the Municipal Conflict of Interest Act; the Ontario Heritage Act, 1990, the Planning Act, 1990, Toronto Municipal Code Chapter 27, Council Procedures; Toronto Municipal Code Chapter 190, Polling and Notification; Toronto Municipal Code Chapter 162, Notice, Public; the Marriage Act; the Vital Statistics Act; the Assessment Act; and the Liquor Licence Act.
Familiarity with the Occupational Health and Safety Act and the Accessibility for Ontarians with Disabilities Act.
Ability to exercise independent judgment and discretion in dealing with confidential matters under relevant legislation such as the City of Toronto Act and the Municipal Freedom of Information and Protection of Privacy Act.

Responsibilities

Providing leadership to a team responsible for planning and delivering meeting management services to Council and its Committees and Boards.
Preparation, review and publishing of agendas, decisions, minutes, by-laws and correspondence, using a range of applications and digital tools.
Providing motion drafting assistance and procedural advice to elected and appointed officials and staff at all levels of the organization.
Ensuring that meetings and the City's official legislative meeting records are open and meet legislated requirements.
Ensuring the integrity of Council's decision-making process.
Maintaining the City's municipal code and by-laws in accordance with relevant corporate and statutory requirements.
Compiling records for City and other tribunals, such as the Ontario Land Tribunal, ensuring compliance with tribunal rules and directions.
Ensuring that the duties of the City Clerk, as set out in the Planning Act and the Heritage Act, are carried out in accordance with statutory requirements and Council direction.
Approving and reconciling invoices to ensure expenditures are correctly documented and recovered.
Advising Council and Committee members, City and Agency staff, and the public on Council's meeting procedures, policies, precedents and legislation.
Briefing Council, Committee, and Agency Chairs and senior City staff on Council and Committee issues.
Hiring, training, and supervising staff and managing performance.
Promoting effective teamwork, developing staff, providing day-to-day work direction and handling employee and labour relations issues and grievances.
Leading and managing change, including the implementation of technological change.
Developing and implementing the City Clerk's Office's policies and procedures.
Safeguarding the public's right to notice and providing input about decision-making.
Representing the City Clerk's Office on interdivisional teams, projects and initiatives.
Researching and responding to inquiries from elected and appointed officials, the public, staff and the media on Council and Committee matters.
Drafting reports to Committee and Council on legislative and administrative matters.
Promoting a corporate understanding of City Council's process and the City Clerk's mandate and services.
Developing and delivering presentations.
Managing multi-stakeholder customer service operations.
Coordinating and managing workloads, dealing with conflicting demands, and concentrating on work requirements under frequent pressure situations to consistently meet competing deadlines.
Exercising independent judgment and discretion in dealing with confidential matters under relevant legislation such as the City of Toronto Act and the Municipal Freedom of Information and Protection of Privacy Act.