Ottawa, City Council, Elected Representatives
1 full-time contract - 35 hours/week
Affiliation: Non-Union/Non MPE
Salary: Commensurate with experience; with excellent benefits package
Location: City Hall,110 Laurier Avenue West and off site ward location
The Councillor's Assistant is accountable for managing and delivering a wide range of strategic, political, and operational services and processes in support of the Councillor and the Councillor’s agenda including: strategic management of issues, policy analysis and development, internal and external political relations, project management, media relations, serving as a spokesperson/representative for the Councillor in dealings with constituents and managing the resources of the Councillor’s Office.
*The position involves work that needs to be done on some evenings and weekends. Access to a vehicle is required for meetings and events which take place outside transit areas.
Description of Responsibilities:
May receive and respond to telephone calls, emails, and letters from constituents, City staff, City Council members, and other elected officials from all levels of government. Constituents and other individuals may also visit the Councillor’s office in person to place an inquiry.
- May develop and manage systems and procedures consistent with responding to constituency work.
- 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.
Researching an inquiry and all relevant information to provide to the Councillor.
May process correspondence addressed to the City Councillor by regularly reviewing emails, letters, and other correspondence from constituents and other staff members. Providing prompt, relevant, and informed responses about the City’s policies and programs, or City Council and Committee agendas.
- Liaising with other Councillors, Councillors Assistants, senior management and other government officials as required.
- Undertaking additional research as required on all correspondence, including contacting City department officials for appropriate expertise and drawing appropriate background information from office files. Drafting emails, letters, and memos for the Councillor’s consideration and placing them in an action file for the Councillor.
May prepare Council and Committee agendas for the Councillor in his or her role as Council member or Committee member or chair.
- Conferring with the Councillor to review policy initiatives and emerging issues.
- Reviewing correspondence and documentation upon receipt and referring it to the appropriate - City staff for comment and input. Following up with staff on the status of referred correspondence and expediting required input.
Conferring with City staff on the status of policy development and expediting documentation as required.
- Reviewing documentation upon receipt and drawing key points to the Councillor’s attention, then following up with staff as directed by the Councillor.
- Adding topics to the agenda upon receipt of supporting documentation in its final form.
Drafting the agenda and submitting it to the Councillor for his/her review.
- Conferring with the Councillor to identify changes and to finalise the agenda.
May provide general administrative support services to the Councillor, by undertaking the following:
- Ensuring that the Councillor’s office is in compliance with all protocols and procedures required of an elected official.
- Understanding the Municipal Act 2001 and City of Ottawa Code of Conduct
- 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.
May coordinate the work of assistants and volunteers to the Councillor.
- May work with and support other Councilor assistant’s in the office.
- Communicating with organizations, stakeholders and associations who work closely with the Councillor and his staff.
May be responsible for the Councillor’s communications, including newsletters, emails, letters, press releases, and social media accounts.
- Promoting community events and initiatives run by the Councillor, the City, and other community organizations.
- Publishing relevant and important information in various forms of communications for constituents.
- Provide input on graphic productions and preparing community mail-outs, marketing materials, and promotional items.
- Assist with graphics, design and maintenance of website.
- Maintain and monitor social media accounts including Twitter, Facebook, and Instagram.
- Monitor news outlets such as radio, television and social media.
- Draft correspondence and publications on behalf of the Councillor.
May partner with community stakeholders to address issues in the community, organize community events, and assist with various community initiatives.
- Attending and participating in community association meetings and events.
- Organizing community partnerships with various community stakeholders.
May be responsible for coordinating events throughout the community to engage with constituents and promote City services and programs.
- Corresponding with stakeholders to coordinate events involving other community organizations.
- Arranging the purchase of supplies and coordinating any special services.
- Publicizing the event or sending invitations to guests, inviting elected official and special guests.
- Attending and participating in Councillor run events on evenings and weekends
Education & Experience
University degree in Business Administration, Public Administration, Journalism, Law, Political Science, English or related program.
A minimum of 5 years’ experience in providing administrative services is required, preferably to the senior level, and including the provision of communication services.
Experience providing support to an elected official is desirable.
*Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
Language, Certificates & Licenses
English oral, reading, and writing.
French oral, reading, and writing considered an asset.
Other languages are considered an asset.
- Media and communications techniques and practices
- Effective communications vehicles such as newsletters, newspapers, and social media
- The demographics of the Councillor’s ward, 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, services and policies
- Knowledge of Microsoft Office Suite, especially Outlook and SharePoint
- Office protocols, systems and procedures
Competencies & Skills
- Strong organizational skills
- Communicate effectively via verbal presentations, written information, promotional material and reports
- Excellent interpersonal and communication skills
- Organize, prioritize, and manage tasks and responsibilities towards timely completion, adjusting priorities as required
- Ability to handle difficult situations
- Ability to organize an office efficiently and effectively
- Demonstrated initiative, requiring general direction only
- Attention to detail
- Ability to effectively work independently and within a team
Job Types: Full-time, Contract
- office: 5 years (Required)
- Bachelor's Degree (Required)
- English (Required)
- French (Preferred)