JOB SUMMARY

Join a dynamic, collaborative, and supportive team working hard to serve our community. The Councillor’s Assistant, Administration Events & Finance Coordinator, focuses primarily on supporting our administration functions including handling administrative requests, managing and triaging emails and correspondence, organizing and scheduling appointments, events management, preparing communications, answering calls, and managing the resources of the Councillor’s Office.

DESCRIPTION

• May provide general administrative support services to the Councillor, by undertaking the following:
• Ensuring that the Councillor’s office is in compliance with all protocols and procedures required of an elected official.
• Organizing, developing, and maintaining filing and information systems. Ensuring ready access to documentation and information.
• Implementing office procedures which allow the Councillor to efficiently review and draft correspondence.
• Updating and maintaining the Councillor’s calendar, prioritizing events to ensure the most efficient use of the Councillor’s time in addressing the needs of constituents and the requirements of Council.
• Maintaining and preparing financial records.
• Managing budgets as well as reviewing financial transactions against the Council Expense Policy.
• Making travel arrangement on behalf of the Councillor and reconciling travel expenses.
• Photocopying, scanning, and printing, data entry.
• Receive and respond to telephone calls, emails, and letters from constituents, City staff, City Council members, and other elected officials from all levels of government. Constituents and other individuals may also visit the Councillor’s office in person to place an inquiry.
• Develop and manage systems and procedures consistent with responding to constituency work.
• Planning and organizing community events.

EDUCATION AND EXPERIENCE

• Post Secondary School Diploma in Communications, Public Relations, Business Administration, Political Studies, Literature, Sociology, or other applicable subject areas.
• Formal training or practical experience in managing social media accounts; experience with crafting communications for general audiences; experience with web-resident publishing platforms.
• Some experience with administering budgets and filing expenses and/or office administration would be beneficial. Experience providing support to an elected official would be beneficial but not necessary.

KNOWLEDGE

• Mandate and structure of Council and its committees.
• Knowledge of city administrative structure sufficient to obtain information in response to inquiries from constituents, and to obtain policy information and documentation.
• City services and policies.
• Standard office software programs (e.g, Word, Excel, Outlook, etc.)

COMPETENCIES, SKILLS AND ABILITIES

• Excellent interpersonal and communication skills.
• Organize, prioritize, and manage tasks and responsibilities towards timely completion, adjusting priorities as required.
• Ability to organize an office efficiently and effectively.
• Demonstrated initiative, requiring general direction, only.
• Ability to handle difficult situations.
• Attention to detail.
• Ability to effectively work independently and within a team.
• Strong organizational skills.