PROJECT MANAGER CITY CLERKS OFFICE

at  City of Toronto

Job ID: 50353
Job Category: Project Management
Division & Section: City Clerk’s, City Clerk’s Secretariat
Work Location: City Hall, 100 Queen St. W
Job Type & Duration: Temporary, Full-Time, 14 month vacancy
Salary: $102,155.00 - $135,815.00
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 18-Oct-2024 to 04-Nov-2024
The Public Appointments Secretariat recruits members of the public to serve on a wide range of boards, committees, and tribunals, each of which provides important oversight and delivery of City programs and services. The Secretariat administers the application and selection process and supports City Council in their consideration and appointment of public members to hundreds of positions.
Reporting to the Manager of Public Appointments, the Project Manager will lead recruitment processes; oversee and administer selection processes; engage members of Council, members of the public, City staff, and agency partners around public appointment opportunities; and collaborate with other City divisions to develop and implement policies, business improvements and initiatives that respond to Council direction and advance the City’s equity goals.
The Project Manager is responsible for the following:

YOUR APPLICATION MUST DESCRIBE YOUR QUALIFICATIONS AS THEY RELATE TO:

• Considerable experience planning and managing public appointments, human resources processes, or outreach and engagement on behalf of a decision making body such as government, a board of directors, or non-profit organization.
• Considerable experience working and liaising with elected officials, stakeholders, and the public.
• Experience with innovative and effective communication and outreach techniques and best practices in public, partner, and stakeholder engagement, and public appointments.
• Experience with governance, policy development, and public service design and delivery.
• Working knowledge and understanding of the City’s administrative and governance structure and processes, including related legislation.
• Excellent consultation skills at all levels within the organization.
• Highly developed analytical, problem solving and research skills.
• Ability to identify needs, initiate, coordinate and manage projects.
• Excellent communication, presentation, interpersonal, and relationship-management skills.
• Ability to supervise staff including training, providing leadership and promoting effective teamwork.
• Ability to exercise independent judgment and discretion in dealing with sensitive matters information and confidential matters under relevant legislation such as City of Toronto Act and Municipal Freedom of Information and Protection of Privacy Act.
• Post-secondary education in a relevant discipline and/or equivalent combination of education and experience would be considered an asset.
• Familiarity with Occupational Health and Safety and Accessibility for Ontarians with Disabilities Act legislation.

• Implements the public appointments process by developing and managing project plans and recommending business practices that advance program specific requirements in accordance with Council’s Public Appointments policy and other relevant policies.
• Manages public appointments processes including reviewing applications, preparing meeting and interview materials for decision making, writing reports, participating in meetings and interviews, liaising with applicants, stakeholders, City and agency staff, and Members of Council, and delegating tasks to staff colleagues.
• Advises Council and Committee members, City and Agency staff and the public on Council’s appointment procedures, policies, precedents, and legislation.
• Plans and manages public outreach activities to engage with and recruit diverse skilled Torontonians, particularly from equity-deserving and underrepresented groups.
• Cultivates and maintains relationships with clients and stakeholders including City and agency staff, Members of Council, interested members of the public, public appointees, media and communication partners, and community and professional organizations to promote public appointment opportunities and provide opportunities for feedback.
• Represents the team and division in meetings with a wide and diverse range of internal and external stakeholders, City Divisions, community groups, sponsors, senior staff, elected officials and other levels of government.
• Researches, monitors, and reports on relevant developments, trends and changes to corporate policies and practices; equity, diversity and belonging practices; public engagement approaches; and legislation and initiatives by other governments.
• Identifies and analyzes current projects, business processes and practices; prepares gap analysis and needs assessments; and recommends overall solutions for business initiatives, collaborating with other sections and divisions on like needs to ensure innovative and effective solutions. Provides knowledge transfer on business processes and procedures related to new technical solutions, as required.
• Identifies issues as they arise within projects and during delivery of projects, and activities under close scrutiny by the media, public and members of Council, with the potential for damaging results, misinterpretation, or poor perception.
• Identifies approaches of analyzing complex, and sometimes competing issues, and provides expert professional and technical advice as required.
• Provides analysis, advice and support on confidential and sensitive information affecting City relationships and reputation; assesses resource requirements to support option development and implementation; and proposes improvements to processes and policies.
• Negotiates and implements innovative solutions to complex project challenges involving multiple stakeholders to achieve assigned objectives.
• Briefs Council, Committee, and agency leads and senior staff on developments and issues related to Public Appointments.
• Researches and responds to inquiries from elected and appointed officials, the public, staff and media on council and committee matters.
• Demonstrates understanding of the unique qualities and responsibilities of working in a political environment with elected officials and with various stakeholders in a positive manner that supports equity, inclusion, diversity, and reconciliation.
• Promotes a corporate understanding of Council’s process and the City Clerk’s mandate by developing and delivering presentations on the Public Appointments Process.
• Maintains a thorough awareness of and supports the vision, mission and strategic directions of the City Clerk’s Office and its services and mandate.
• Manages and provides leadership in a team environment while ensuring compliance with all relevant corporate and City Clerk’s Office policies, procedures, and best practices.
• Motivates partners, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
• Maintains records of applications and appointments and ensures that data is correct and complete, that records are publicly available in accordance with legislative and organizational standards, and analyses and reports on metadata. Manages personal and confidential information from the City’s appointments records according to statutory requirements.
• Develops, recommends and administers project budgets and ensures that expenditures are controlled and maintained within approved budget limitations.
• Provides professional expertise and project management skills in the development and effective implementation of the City Clerk’s Office projects and initiatives. Oversees multi-disciplinary team to oversee the delivery of high-quality project management service on City Clerk’s Office projects/functions/activities.
• Supports the development, review, and awarding of contracts in purchasing processes including requests for information/proposal/quotations.
• Ensures the quality of work and service meets corporate and divisional standards and employees are trained to perform work and are in compliance with all legislative regulations that apply, such as Accessibility for Ontarians with Disabilities Act (AODA), Municipal Freedom of Information and Protection of Privacy Act, Records Management and the Occupational Health and Safety Act (OHSA), etc.