ABOUT US
Almost 1.2 million residents call York Region home, making it one of the largest regions in Canada – and the fastest growing with a population that’s expected to grow to more than 2 million by 2041. Our geography, which is comprised of about 1,800 square kilometers over nine different municipalities, is as beautiful, interesting and diverse as our people. Local government is organized in a two-tier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources.
WHAT WE OFFER
Consistently named one of Canada’s Best Employers by Forbes, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13 Factors of Psychological Health and Safety in the Workplace – aligned with our vision to create strong, caring and safe communities both within and outside our walls.
- Defined Benefit Pension Program - With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.
- Employer of Choice - Recognized as the highest-ranking government employer in Canada and fourth overall among 300 organizations.
- Benefits and Wellness - Employees and their loved ones have access to a comprehensive employer-paid benefits plan that includes extended health, dental and life insurance, access to a 24/7 Employee and Family Assistance Program and corporate discounts and purchase plans for day-to-day products and services.
- Inclusive and Diverse Workforce - We’re committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognized by the United Nations and many other organizations for our leadership.
ABOUT THE ROLE
Reporting to the Program Manager, Council and Committee Services, is responsible for providing administrative support for Council, Committee and Board meeting processes, including handling of confidential and sensitive in-camera items, drafting agendas, including uploading public and private reports, presentations and correspondence, liaising with the Chair’s Office, Office of the CAO and Commissioners’ Offices with regard to Council/Committee administrative processes, supporting inquiries and requests from elected officials, senior management, media and public, is responsible for Regional Clerk’s general inbox including responding to emails from public and redirecting as appropriate.
WHAT YOU'LL BE DOING
• Provides support to the Committee Coordinators by preparing draft meeting notices, agendas, forms, extracts and correspondence, subject to mandatory legislative and Council deadlines.
• Processes reports, memos and presentations to Council, Committees and Boards and is responsible for entering information / uploading documents into eSCRIBE, including private session material.
• Receives confidential and sensitive in-camera documents related to labour-relations, solicitor-client privilege, personnel and sensitive political issues and ensures document security.
• Liaises with the Chair’s Office, CAO’s Office and Commissioners’ Offices with regard to Council/Committee administrative processes.
• Provides in-person support at public meetings regarding inquiries from public officials, senior management, media and public, escalating issues where appropriate to the Clerk / Committee Coordinator.
• Acts as an initial point of contact for responding to inquiries from members of the public at Council, Committee and Board meetings.
• Provides support to Committee Coordinators by drafting after-Council correspondence to external parties from Regional Clerk to advice of Council’s decisions.
• Manages the Regional Clerk’s general inbox, responding to emails from public and redirecting where appropriate, including referring claims against the Region to Legal Services and Risk Management.
• Assists Access and Privacy staff with intake of Freedom of Information (FOI) applications including collection of deposit fees.
• Logs various statistics for Council and Committee processes and provides tracking information for CAO, Commissioners and Regional Clerk.
• Compiles statistical and other data to prepare reports and documents related to services provided .
• Performs filing in accordance with the Corporate Records and Information Management Classification Coding system and Department policies.
WHAT WE'RE LOOKING FOR
• Successful completion of Community College Diploma in Legal or Business Administration (two years or more) or approved equivalent combination of education and experience.
• Minimum two years’ experience providing committee support to a Municipal Council, Board and/or Clerk’s Office
• Knowledge of processes related to a municipal clerk’s legislated responsibilities
• Knowledge of municipal organizations including political and organizational structure
• Demonstrated experience providing administrative support in an environment with a broad variety of administrative and clerical functions with responsibilities, with an emphasis on determining priorities and organizing activities of a diverse work assignment, including customer service, records management, and report generation
• Demonstrated competence in detailed editing and proofreading of agendas, minutes and reports, which can include sensitive and/or confidential information
• Thorough knowledge of general office procedures, including taking minutes, editing reports and correspondence, and electronic/manual records management file systems, including security measures
• Knowledge and demonstrated ability in corporate core competencies including communication, innovation, teamwork and collaboration, and personal ownership.
• Computer literacy utilizing MS Office software applications with proficiency in Word, Excel, Outlook, Publisher, Outlook and Records Management Software.
Demo
CAOffice of Chief Admin O, PA
Full Time