Competition posting date: 2021-04-30
Competition closing date: 2021-05-11
Ottawa, City Council, Elected Representatives
1 Full-time Temporary Position (until November 14, 2022) – 35 hours/week
Affiliation: Non Union/Non MPE
Salary: Commensurate with experience; competitive salary and excellent benefits package
Location: 110 Laurier Avenue West
Category: Current Opportunities
Employment Group: Administrative/Customer Service
Job Summary
The Councillor’s Office Manager, Finance and Administration is accountable for managing and delivering a wide range of operational services and processes in support of the Councillor and the Councillor’s agenda including: project management, media relations, managing the resources of the Councillor’s Office and receiving and replying to constituent inquiries by email and telephone.
Description of Responsibilities:
- May provide general administrative support services to the Councillor, by undertaking the following:
o Ensuring that the Councillor’s office is in compliance with all protocols and procedures required of an elected official.
o Organizing, developing, and maintaining filing and information systems. Ensuring ready access to documentation and information.
o Implementing office procedures which allow the Councillor to efficiently review and draft correspondence.
o 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.
o Maintaining and preparing financial records.
o Managing budgets as well as reviewing financial transactions against the Council Expense Policy.
o Making travel arrangement on behalf of the Councillor and reconciling travel expenses.
o Organizing and distributing mail.
o Photocopying, scanning, and printing.
o Data entry.
- May 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.
o May develop and manage systems and procedures consistent with responding to constituency work.
o Individuals may contact the City Councillor’s office regarding matters specific to the ward or the City in general.
o Staff must converse with the caller to obtain a clear understanding of the nature of the call, using a high level of tact and diplomacy.
o Where possible, resolving constituent callers’ problems or issues immediately by providing information and clarification about City’s policies and programs, or City Council and Committee activities.
o Delegating cases to other staff for resolution.
o Resolving matters for other callers, including elected officials and staff where possible by providing information and clarification, referring the caller to the appropriate City official or advising the caller that the Councillor will contact him or her, then providing the Councillor with the appropriate background information and material.
o Utilising tracking software to maintain a record of callers and providing the Councillor with regular reports on the history of callers.
- May process correspondence addressed to the City Councillor by regularly reviewing emails, letters, and other correspondence from constituents and other sources. Providing prompt, relevant, and informed responses about the City’s policies and programs, or City Council and Committee agendas.
o If required, informing the constituent that their inquiry has been directed to the appropriate City Department for follow-up. Once a resolution has been reached, following up to ensure that the result was satisfactory.
o Undertaking additional research as required on all correspondence, including contacting City department officials for appropriate expertise and drawing appropriate background information from office files. Drafting emails, letters, and memos for the Councillor’s consideration and placing them in an action file for the Councillor.
o Liaising with other Councillors, Councillors Assistants, senior management and other government officials as required.
Education & Experience
Post Secondary School Diploma
University degree in Business Administration, Public Administration, Journalism, Communications, English or related program
A minimum of 5 years experience in providing administrative services is required, preferably to the senior executive level, and including the provision of communication services. Experience providing support to an elected official is desirable, but not mandatory.
Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
Language, Certificates & Licenses
English oral, reading, and writing
French oral, reading, and writing (preferred)
Arabic, Mandarin and Somali would also be beneficial.
A valid Ontario unrestricted “G” class driver’s license (or provincial equivalent) with no more than 6 demerit points accumulated.
Knowledge
Budget planning and control
Mandate, structure, and protocol of Council and its committees
The demographics of the Councillor’s ward and current initiatives and issues within the ward
Policy initiatives and issues in committees chaired by the Councillor or on which the Councillor is a member
The City corporation sufficient to obtain information in response to inquiries from constituents, and to obtain policy information and documentation in drafting committee agendas
Knowledge of City administrative structure
Knowledge of City services and policies
Knowledge of Microsoft Office
Office protocols, systems and procedures
Competencies & Skills
Exceptional customer service skills
Excellent interpersonal and communication skills
Communicate effectively with a wide range of people, orally and in writing, often under circumstances where the other party may be in a highly emotional state
Proficient in flyer design, publishing and e-newsletters (Mailchimp)
Experience with Website management
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
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