Committee Coordinator

at  York Region

Job Description:

QUALIFICATIONS

• Successful completion of a Community College Diploma in Business Studies, Public Administration or related field or approved equivalent combination of education and experience.
• Minimum five (5) years progressively responsible administrative experience at a senior level within a municipal setting or other governmental agency.
• Broad knowledge of the legislative process of Government legislation, with knowledge of specific Provincial Acts (e.g. Municipal Act).
• Knowledge of municipal organizations including political and organizational structure.
• Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, team work, initiative/self management and accountability, and flexibility/adaptability.
• Computer literacy utilizing MS Office software applications, as well as proficiency in word processing, spreadsheet, presentation and Scheduler software applications.
• Excellent interpersonal verbal and written communication skills to deal with the public and for all levels of Regional staff and members of Council on sensitive and confidential matters.
• Excellent and proven speedwriting or other ability to accurately record Committee and Council proceedings as required.

POSITION PURPOSE:

Reporting to the Deputy Regional Clerk, is responsible for providing administrative support to Committees and Council which will also include attendance at in-camera meetings and public hearings.

MAJOR RESPONSIBILITIES

• Attends and records proceedings of regular, in-camera and public meetings of assigned Committee.
• Attends and records proceedings of Regional Council under the direction of the Regional Clerk on a rotational basis.
• Coordinates and is responsible for meeting location, set-up of room, nameplates, refreshments, deputants, forms and ensures availability of agenda materials for public and media.
• Provides direction, support and assistance to the Clerk’s Office clerical staff doing the preparation of Notices, Agendas, and Reports for assigned Committees.
• Assists in the development, administration and maintenance of the Electronic Document Management System (EDMS), Website or other computer systems.
• Researches, coordinates and prepares documentation with regard to special projects (e.g. Committee Coordinators Manual, Agenda Preparation Checklist, revision of Deputation Form Indexing, Inaugural, appointments to various committees, Council and Committee attendance, etc).
• Researches, prepares and responds to correspondence and inquiries from external sources and internal customers at all levels of the Corporation.
• Researches and prepares correspondence in connection with Council and Committee Reports for the Regional Clerk and Deputy Regional Clerk, within strict deadlines.
• Performs other duties as assigned, in accordance with Branch and Department objectives.