Committee Coordinator

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 Deputy Regional Clerk, is responsible for providing administrative support to Committees and Council including attendance at in-camera meetings and public hearings.

WHAT YOU'LL BE DOING

• Attends and records proceedings of regular, in-camera and public meetings of assigned Committee.
• Attends and records proceedings of Regional Council under the direction of the Regional Clerk as required.
• Coordinates and is responsible for meeting location, deputants, and forms and ensures availability of agenda materials for public and media.
• Provides guidance to deputants appearing before Committees and/or Council, including completing Deputation Form.
• Liaises with Commissioner and Chair of Committee regarding agenda items, preparation, and meeting arrangements.
• Provides assistance to Committee Chair and Commissioner before, during and after meetings, which may include procedural advice.
• Coordinates confidential and sensitive in-camera documents related to labour relations, solicitor-client privilege, personnel and sensitive political issues and ensures document security.
• Provides direction, support and assistance to the Clerk’s Office doing the preparation of Notices, Agendas (using Agenda Management System software), and Reports for assigned Committees.
• Assists in the development, administration, and maintenance of the agenda management system, website or other computer systems.
• Researches, coordinates, and prepares documentation regarding special projects (e.g. Committee Coordinators Manual, Agenda Preparation Checklist, revision of Deputation Form Indexing, Inaugural, appointments to various committees, Council and Committee attendance, etc).
• Ensures data bases for e-mail distribution lists are correct and updated regularly.
• Researches, prepares, and responds to correspondence and inquiries from external sources and internal customers at all levels of the Corporation.
• Researches and prepares correspondence in connection with Council and Committee Reports for the Regional Clerk and Deputy Regional Clerk, within strict deadlines.
• Prepares Notices, Agendas, Reports, Minutes, internal and external communications for assigned Committees, with assistance from Council Committee Assistants, and within strict timelines, on a regular basis.

WHAT WE'RE LOOKING FOR

• Successful completion of a Community College Diploma in Business Studies, Public Administration or related field or approved equivalent combination of education and experience.
• Minimum five (5) years progressively responsible administrative experience at a senior level within a municipal setting or other governmental agency.
• Broad knowledge of the legislative process of Government legislation, with knowledge of specific Provincial Acts (e.g. Municipal Act).
• Knowledge of municipal organizations including political and organizational structure.
• Ability to demonstrate the Region’s core competencies.
• Advanced skills in virtual platforms and MS Office Suite including the use of virtual platforms for conducting meetings and/or presentations.
• Excellent interpersonal, verbal, and written communication skills to deal with the public and for all levels of Regional staff and members of Council on sensitive and confidential matters.
• Excellent and proven speedwriting or other ability to accurately record Committee and Council proceedings as required.
• Time management and organizational skills to meet rigid deadlines on a regular basis.
• Ability to take minutes and interpret political decisions accurately in a local Government environment at the Committee and Council level.
• Ability to exercise good judgement, discretion, diplomacy and confidentiality.
• Leadership skills to lead group-based projects.
• Strong ability to develop relationships and work in a welcoming and inclusive environment, where diversity is celebrated and where everyone can develop to their full potential.
• Ability to work independently and with teams and with ability to manage competing priorities.
• Ability to travel to offsite locations, in a timely and efficient manner, as required.
• Ability to work outside regular business hours, as required.