Assistant/ Client Services Support - Old Toronto, Canada - Federation Of Canadian Municipalities

Description

The Federation of Canadian Municipalities (FCM) is the national voice of municipal governments, representing the interests of cities and communities with the federal government. Position

Assistant, Client Services Support

Growth & Development - Green Municipal Fund (GMF) - Communications

Level 2

Our salaries generally range from $51,000 - $58,000, and are based on qualifications and experience

Bilingual (both written and oral) English and French required

Permanent Full-Time

Hybrid (Ottawa)

Why GMF is the place for you

At GMF, we empower our people to create change where it has the most impact – municipalities. GMF is a $1.6 billion permanent endowment from the Government of Canada, managed at arm's length, making it nimble and available for higher-risk, higher-impact initiatives. A further $530M investment into GMF to support the National Adaptation Strategy was announced in November 2022. Our team is committed to helping local governments switch to sustainable practices faster. GMF is the cornerstone program of the Federation of Canadian Municipalities (FCM).

Our unique mix of funding, resources, and training gives municipalities the tools they need to build resiliency — and create better lives for Canadians. Through GMF, municipalities have reduced carbon emissions; built better transportation assets; constructed efficient and resilient buildings; diverted waste from landfill; made previously unusable land available for development; and improved soil and water quality.

You in this role

Client Service Support (CSS) is a multi-disciplinary team within the Client and Funding Services (CFS) unit that helps address the processes supporting clients' funding needs. The team applies results-based decision frameworks and lean methodologies to lead continuous improvement on the client experience within the GMF funding offer, while maintaining fund sustainability. The CSS Assistant is responsible for coordination and administrative support associated with centralized Client and Funding Services functions, as well as support of special change management initiatives within the CSS team.

The work at FCM includes FCM becoming an even more member-driven organization that balances the realization of its goals with a people-centered approach. The incumbent embodies FCM's commitment to being a healthy, diverse, inclusive, and anti-racist organization. As a member of the team, the assistant in a manner that embraces these values, the corporate culture and the passion for FCM's mandate.

What you'll be doing

CSS Team Operations Support

• Provides administrative support to the CSS funding team, which includes coordinating team meetings, taking minutes, tracking special project deadlines, and providing follow-up as needed
• Assists in the development of contracts and the administration of peer review invoicing and payment with peer review coordinators and finance
• Leads the management of the yearly training schedules, as well as the development of the quarterly newsletter and supports the planning of the team's work planning and team building sessions
• Supports the team in the implementation of lean projects, including working on the updates of templates for plans , studies and capital projects and supporting related training
• Supports the CSS manager in the development of project decks for meetings
• Supports the CSS advisor in the development of a learning management system course on the client journey framework (content development)
• Training on learning management systems, including course development using Moodle (system development)
• Participates in working groups as required , including the continuous improvement community of practice Acts as a liaison between the funding team assistants and the CSS team and supports change requests or requests for information coming from the funding assistants In times of need, acts as an administrative operational back-up to GMF peer review notifications and assignments
• Responsible for ensuring that all updated procedures and manuals are accessible and centrally located to all CFS and GMF staff
• Provides back-up support to CFS Funding Assistants, when required
• Contributes suggestions and written content to support process improvements in funding workflow and to funding documents and tools.

Special projects support

• Assists Data Coordinator in preparing CFS information for GMF annual report
• Supports the administrative and logistical functions of CSS-led training and information sessions
• Supports Data Coordinator and CSS Officer in implementation of lean improvements to funding recommendations to GMF council
• Supports the transfer of process training materials and tools to the Learning Management System

Your skills make us better

• Post-secondary education specialized in the area of office administration, business administration or a related discipline.
• A minimum of three years' work experience providing administrative support and exceptional client service in a fast-past environment
• Strong knowledge of business support processes and tools, computer business applications (MS Office suite) and database management.
• Familiarity with a Customer Relationship Management (CRM) system or Grants Management systems is considered an asset.
• Project management experience an asset
• Capacity to take initiative, keep track of special project documents, timelines and follow-up.
• Proven ability to develop and maintain positive working relations with external and internal stakeholders.
• Excellent organization skills related to coordinating a large volume of files and variables.
• Ability to prioritize, multi-task and anticipate needs in a fast-paced environment with tight deadlines.
• Strong attention to detail and accuracy.
• Strong verbal and written communication skills.
• Bilingual (both written and oral) in both official languages (French and English) is an asset.

Why working here rocks

We prioritize work-life balance with our flexible model:

• When we say flexible work model, we mean that in collaboration with your manager and based on what your team needs, you have the flexibility to determine when you work so that you can enjoy a healthy balance between work and personal demands.
• While you do need to live in Canada for this role, you can primarily work from home. Travel may be required to Head Office in Ottawa periodically. The majority of the GMF team operates from the National Capital Region.
• We do like to visit the areas we are impacting and it allows us to see unique and wonderful parts of our country. You may find yourself traveling nationally 10-15% of the time.

We don't just talk about employee wellness, we live it:

• Summer hours between July 1 and Labour Day:
  • 7-hour workdays rather than 7.5
  • Every Friday off in the summer
• Flexible work arrangements to support productivity and well-being
• Commitment to employee development
• Competitive range of employee benefits and services
• Office facilities located in the Byward Market and Ottawa's downtown core

We're committed to fostering an organizational culture that embraces equity, diversity, inclusion and belonging , where individuals from diverse racial and ethnic identities, nationalities, social economic status, sexual orientation, gender identity/expression and physical and mental abilities can thrive and be fully engaged at their best level.

We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.

How to apply

If this role speaks to you and the impact you want to make, we'd love to hear from you Apply today.

The deadline to apply is May 29th, 2024.

The future of work here includes a hybrid work model; therefore, this role will be a combination of virtual and on-site work.

The successful candidate is required to live in and be authorized to work in Canada. They are also required to be able to work from home/remotely, from within Canada. All in-office work and in-person meetings for work that take place inside and/or outside of the offices located in Ottawa will be subject to FCM's Safe Workplace Vaccination Policy, as well as its health and safety procedures.

For additional information on this posting, or for further information on FCM, access our website at . Learn more about the Green Municipal Fund at