Job Description

JOB TITLE: Councillor Executive Assistant

POSTING NUMBER: 105728

NUMBER OF POSITIONS: 1

JOB STATUS & DURATION: Full Time Contract: End date: End of Term of Council.

HOURS OF WORK: 35 hour workweek

LOCATION: Hybrid Model*– when working onsite, you will report to the location of City Hall

SALARY GRADE: 4

HIRING SALARY RANGE: $75,358.00 - $84,778.00 per annum

MAXIMUM OF SALARY RANGE: $94,198.00 per annum

JOB TYPE: Management and Administration

POSTING DATE: November 10, 2023

CLOSING DATE: November 24, 2023

AREA OF RESPONSIBILITY:

Under the general direction of the Councilor, the successful candidate will assume primary responsibility for supporting the Councilor in the day-to-day management of general operations. The ideal candidate will be organized and enjoy dealing with constituents to investigate and resolve their concerns. In addition, the incumbent will:

• Maintain database and ensure constituents receive timely follow-up.
• Maintain sound awareness of local and city-wide municipal matters, current, social and political issues, and other matters affecting the municipality, which affect the Councillor and constituents.
• Prepare and co-ordinate correspondence, speeches and presentation materials for the Councillor.
• Act as contact for Councillor media inquiries and prepare the Councillor for media follow-up.
• Ensure the Councillor is prepared with briefing material for meetings of Council, Committees, and other meetings, as required.
• Review and analyse agendas for Council.
• Monitor and maintain records on Committee recommendations and Council decisions and follow through on requests and inquiries.
• Review and monitor all incoming mail, electronic mail, correspondence and telephone messages and prepare a daily summary for follow-up.
• Review correspondence of importance with the Councillor, advise or determine the course of action if required, and organize replies for signature where appropriate.
• Attend public meetings/hearings as required and facilitate communication on behalf of Councillor.
• Undertake research and analysis with respect to policy matters and departmental initiatives.
• Collaborate with Mayor’s Office, other Councillor offices and the Corporation on events and issues management that impact the Councillor’s office and update the Councillor on all matters.
• Liaise with departments and other levels of government to obtain information for constituents on Council matters.
• Maintain confidentiality with respect to issues involving the City and the Councillor's office.
• Monitor Councillor social media platforms and webpage, and act as web author, managing changes and site updates.
• Undertake special assignments as requested.
• Provision of expense administration for the Councillor, to meet corporate policies and guidelines.
• Perform other duties as assigned

SELECTION CRITERIA:

EDUCATION:

• Minimum Grade 12 education complemented by post-secondary certificate, diploma or degree in a related discipline.

REQUIRED EXPERIENCE:

• 3 to 5 years of experience in a senior administrative-related position or equivalent combination of education and experience

OTHER SKILLS AND ASSETS:

• Good working knowledge of the municipal process/structure
• Ability to work independently and demonstrate sound judgement
• Ability to research/investigate issues and where appropriate make decisions toward resolution
• Excellent writing skills to prepare correspondence, speeches and presentation materials
• Ability to represent the Councillor in a professional articulate manner at City and Ward functions
• Superior customer service skills
• Ability to exercise good judgement and maintain confidentiality
• Excellent communication, overall time-management and organizational skills are essential
• Demonstrated ability to work under pressure
• knowledge of multiple languages is an asset.
• Ability to attend off site locations may be required, including willingness and ability to work variable shifts, including evenings, weekends and holidays, if and as required

LI-AV

** Various tests and/or exams may be administered as part of the selection criteria.

Alternate formats will be provided upon request.

Interview: Our recruitment process may be completed with video conference technology.

As part of the corporation’s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available. *Our Hybrid Model is subject to change.

If this opportunity matches your interest and experience, please apply online quoting reference #105728 by November 24, 2023 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.

As part of the application process, applicants will be invited to complete a self-identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey, please select “prefer not to answer” as a response to each question. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.

Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.