Councillor's Assistant - Ottawa, Canada - City of Ottawa

City of Ottawa

Verified Company

Ottawa, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Requisition ID: 7953

Service:
City Council

Branch:
Elected Representatives

Employment Type: 1 Temporary Full Time Position (Until November 14, 2026)
Work Hours: 35 hours per week

Affiliation:
Non Union/Non MPE

Salary Information:
Commensurate with experience; competitive salary and excellent benefits package

Location: 110 Laurier Avenue West

City:
Ottawa, ON

Job Category:
Administrative and Support Services

Application Close: 05/05/2023

JOB SUMMARY:

The Councillor's Assistant, Case Work is accountable for managing and delivering a range of constituency, political, and operational services and processes in support of the Councillor and the Councillor's agenda including: internal and external political relations, project management, media relations, and serving as a spokesperson/representative for the Councillor in dealings with taxpayers and constituents.

DESCRIPTION OF RESPONSIBILITIES:

Staff may develop and manage systems and procedures consistent with responding to constituency work.
Individuals may contact the City Councillor's office regarding matters specific to the ward or the City in general. They may also contact the City Councillor's office in his or her role as committee member or chair.
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.
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.
Contacting the appropriate City department to obtain the required information and following up with the constituent to respond to their inquiry. Alternatively, connecting the constituent with the appropriate department staff and following up to ensure that the resolution is satisfactory.
Where a resolution cannot be attained without the Councillor's involvement, advising the constituent that the Councillor will contact the constituent to discuss the matter further. Then researching the inquiry and all relevant information to provide the Councillor with a background report and following up with the Councillor after their conversation with the constituent to determine if any further action is required.
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.
Utilising tracking software to maintain a record of callers and providing the Councillor with regular reports on the history of callers.
If required, informing the constituent that their inquiry has been directed to the appropriate City Department for followup. Once a resolution has been reached, following up to ensure that the result was satisfactory.

DESCRIPTION OF RESPONSIBILITIES CONTINUED:

May provide general administrative support services to the Councillor, by undertaking the following:
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.
Organizing and distributing mail.
Photocopying, scanning, and printing.
Data entry.

EDUCATION AND EXPERIENCE:

Post Secondary School Diploma

University degree in Business Administration, Public Administration, Journalism, Communications, English or related program, considered an asset, but not required.

A minimum of 1 year experience in providing customer service in a client/customer facing environment.

KNOWLEDGE:

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 AND ABILITIES:

Respond effectively and accurately to media questions and information requests
Convey policy positions on complex and controversial issues
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
Demonstrated initiative, requiring general direction only
Ability to handle difficult situations
Attention to detail
Ability to effectively work