Council/committee Support Assistant - Waterloo, Canada - Region of Waterloo

Region of Waterloo

Verified Company

Waterloo, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Full time

Description

Provides administrative support for Council, Committee, Board, and Foundation meetings (e.g., prepares schedules, agendas, and related documents; registers delegations; provides audiovisual assistance; posts and files information) with respect to statutory and by-law delegated responsibilities of the Regional Clerk's Office.

Provides customer service to the public, including front counter service for license renewals/payments, and information/assistance to presenters/delegations related to Council and Committee protocols.

Duties/Responsibilities:

Registers delegations attending Council and Committee meetings and responds to inquiries/provides information (e.g., procedures, timelines). Forwards related information to commissioners, directors, and departmental administrative supports, as appropriate to ensure agendas are accurate. Coordinates inclusion of additional documents in agendas/other documents.
Prepares documents to support official summaries of recommendations, resolutions, and schedules for Council, Committees, Board, and Foundation meetings, for supervisor review. Assembles packages; prepares, files, and coordinates printing and distribution, per timelines and corporate standards.
Posts/maintains divisional information and Council and Committee documents/information (e.g., agendas, minutes, webcasts) on the Region's website, intranet, and document management system, per corporate and accessibility standards. Organizes/indexes information, including making realtime updates/edits during meetings. Scans/converts electronic copies of reports, correspondence, and reference material.
Maintains and develops program databases/spreadsheets (e.g., delegations, agreement/contract tracking, advertising requisitions, electronic bylaws, performance measures, conflict of interest, Advisory Committee appointments).
As records assistant, maintains the Division's filing system, arranges offsite transfer, and ensures disposal/destruction/retention of files, per corporate standards.
Formats, routes for approval, and files new/amended Regional bylaws (drafts provided by management), and correspondence for amendments and appeal packages related to planning/development including schedules, corporate seal, Regional Chair and Regional Clerk sign off, per deadlines.
Operates/sets up audiovisual, computer equipment, and hearing impaired devices and provides technical support/troubleshooting at Council and Committee meetings. Develops/maintains procedure manuals.
Ensures equipment and supplies in the Council Chamber are maintained in working order. Arranges repairs and maintenance with Facilities and ITS staff. Monitors the use and status of Council Chamber (e.g., room bookings).
Processes advertising requisitions for departments publishing under the Regional Banner, per management approval. Reviews for completeness and compliance with policy and standards; arranges publication with newspapers; and publishes on corporate website.
Maintains office equipment, supplies, and materials, including equipment in Council Chamber; places, receives, and confirms orders; monitors expenditures against approved budget limit. Keeps keys for Council Chamber and program/storage areas; and unlocks/secures doors, as required.
Backs up some of the duties of the Division Administrative Assistant and Digital Media Producer (e.g., webcasting).
Performs related duties as assigned.

Knowledge, Skills & Abilities Required:

Knowledge of office and administrative procedures, word processing, municipal government administration/structure, and communication skills acquired through a grade 12 education plus 3 years of related experience (or an equivalent combination of higher education and lower experience).
Must have completed (or have a commitment to enrol in and complete posthire) the Municipal Administration Program offered by the Association of Municipal Treasurers and Clerks of Ontario (AMTCO).
Knowledge of and ability to comply with policies, procedures, and related legislation/standards (e.g., privacy, accessibility). Working knowledge of the organization/departments.
Ability to exhibit confidentiality and discretion in handling confidential/sensitive material.
Time management, attention to detail, and organizational skills to collect, compile, and organize information; work independently; and meet legislated/time sensitive timelines/deadlines.
Human relations, communication, and customer service skills to respond to inquiries from staff, Council, and the public in a timely, accurate and professional manner; exchange and relay information between staff and the public; determine customer/public needs and provide assistance and information; perform front counter reception; assist individuals attending/presenting in Council Chambers (e.g., protocols, equipment); and participate as an effective team member.
Computer skills with ability to use software such as Microsoft Office (including Access); recor