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Oakville

    Council and Committee Services Coordinator - Oakville, Canada - Town of Oakville

    Town of Oakville
    Town of Oakville Oakville, Canada

    22 hours ago

    Default job background
    Full time
    Description
    Job Responsibilities :
  • Prepare and coordinate electronic agendas, delegation requests, attend meetings, compose minutes and correspondence for Council, standing and advisory committees and boards, as assigned.
  • Review agenda items and ensure all documentation provided with staff reports is complete and accurate.
  • Liaise with Committee Chairs to ensure that the Committee operates within established terms of reference and rules of procedure and that the meeting is run in a professional manner.
  • Liaise with the Legal department in meetings regarding Property Standards Committee and Appeal Committee notices, agendas, meetings and minutes and keeping updated on all viable documentation.
  • Responsible for coordinating minutes for advisory committees to the appropriate Council or standing committee for approval.
  • Responsible for ensuring rooms, equipment and supplies are available for all committee meetings as required.
  • Assist with training staff on the Electronic Agenda Management System (eScribe).
  • Create and maintain up to date records relating to Committee members, including contact information, tenure, attendance, etc. in the electronic eScribe Board Management program.
  • Provide procedural advice at standing and advisory committee meetings in relation to the Town's Procedure By-law, Statutory Powers and Procedure Act, the Municipal Act and Robert's Rules of Order.
  • Act as recording Officer for the Town's Emergency Operation Centre (EOC).
  • Prepare and place advertisements in local newspaper for recruitment of new committee members.
  • Prepare Council information package on a weekly basis which is distributed electronically to Members of Council and Senior Management.
  • Collect and record meeting statistics on open and closed Council and committee meetings for report to Council.
  • Provide information to Council, staff from other town departments and the public on matters relating to the work of Council and committees.
  • Coordinate the reception and meeting for the inaugural Council meeting.
  • Assist with the preparation of by-laws and staff reports for Council and standing committees.
  • Prepare training manuals and procedures for the electronic agenda management system and the board manager program.
  • Coordinate Council appointments to committees and boards.
  • Develop procedures relevant to the coordinators position.
  • Assist with the municipal elections, as required.
  • Perform other duties as assigned.

    • Qualifications:

  • Completion of a two-year college diploma in Business, Municipal or Public Administration combined with a minimum of three (3) years directly related experience.
  • Previous municipal experience is a definite asset.
  • Completion or enrollment in the AMCTO Municipal Administration Program.
  • Knowledge of applicable legislation including municipal by-laws and policies.
  • Knowledge of an electronic management system and a committee tracking system.
  • Must possess excellent communication skills, both oral and written, strong skills in Microsoft 365.
  • Strong interpersonal and organization skills combined with the ability to effectively deal with sensitive and confidential information.
  • Requires a high degree of professionalism, competency and communication skills in public forum settings.
  • Excellent customer service skills and ability to work with Council, other levels of government Federal and Provincial, Senior Management, town staff and the public.
  • Highly proficient minute-taking and excellent report writing ability, excellent interpersonal skills and the ability to work as a team player and multi-tasking and time management skills are essential.
  • Must be available to attend evening meetings as required and be experienced in working within strict deadlines.
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