Council and Committee Assistant

ABOUT US

Almost 1.2 million residents call York Region home, making it one of the largest regions in Canada – and the fastest growing with a population that’s expected to grow to more than 2 million by 2041. Our geography, which is comprised of about 1,800 square kilometers over nine different municipalities, is as beautiful, interesting and diverse as our people. Local government is organized in a two-tier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources.

WHAT WE OFFER

Consistently named one of Canada’s Best Employers by Forbes, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13 Factors of Psychological Health and Safety in the Workplace – aligned with our vision to create strong, caring and safe communities both within and outside our walls.

• Defined Benefit Pension Program - With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.
• Employer of Choice - Recognized as the highest-ranking government employer in Canada and fourth overall among 300 organizations.
• Benefits and Wellness - Employees and their loved ones have access to a comprehensive employer-paid benefits plan that includes extended health, dental and life insurance, access to a 24/7 Employee and Family Assistance Program and corporate discounts and purchase plans for day-to-day products and services.
• Inclusive and Diverse Workforce - We’re committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognized by the United Nations and many other organizations for our leadership.

ABOUT THE ROLE

Reporting to the Program Manager, Council and Committee Services, this position is responsible for providing administrative support for Council, Committee and Board meeting processes, including handling of confidential and sensitive in-camera items, drafting agendas, including uploading public and private reports, presentations and correspondence, liaising with the Chair’s Office, Office of the CAO and Commissioners’ Offices regarding Council/Committee administrative processes, supporting  inquiries and requests from elected officials, senior management, media and public. Also responsible for Regional Clerk’s general inbox including responding to emails from public and redirecting as appropriate.

WHAT YOU WILL BE DOING

•    Provides support to the Committee Coordinators by preparing draft meeting notices, agendas, forms, extracts and correspondence, subject to mandatory legislative and Council deadlines.
•    Processes reports, memos and presentations to Council, Committees and Boards and is responsible for entering information/uploading documents into eSCRIBE, including private session material. 
•    Receives confidential and sensitive in-camera documents related to labour relations, solicitor-client privilege, personnel and sensitive political issues and ensures document security.
•    Uses electronic agenda management system to draft agendas, including uploading public and private reports, presentations and correspondence.
•    Assists with set-up of Council Chambers and Committee rooms, including distribution of material to members and senior management, and ensuring availability of materials for public.
•    Builds Council/Committee meeting calendar using appropriate software.
•    Performs standard administrative office procedures.
•    Arranges appointments and keeps calendar(s) updated using the appropriate software. 
•    Provides managers with bring-forward lists on various projects and maintains project tracking.
•    Liaises with internal partners regarding Council/Committee administrative processes.
•    Provides support at public meetings regarding inquiries from public officials, senior management, media and public, escalating issues where appropriate to the Clerk / Committee Coordinator.
•    Acts as point of contact for responding to inquiries from the public at Council, Committee and Board meetings.
•    Receives, processes, and delivers bylaws and legal agreements to the Regional Chair and Regional Clerk for execution. Files documents and/or returns documents.
•    Responds to inquiries or requests for information from other employees, departments and the public.
•    Manages the Regional Clerk’s general inbox, responding to emails from public and redirecting where appropriate, including referring claims against the Region to Legal Services and Risk Management.
 

WHAT WE ARE LOOKING FOR

•    Successful completion of a Community College Diploma or approved equivalent combination of education and experience. 
•    Minimum two (2) years experience providing administrative and/or committee support within a Municipal Council, Board, Clerk’s Office, or similar governance or regulated environment.
•    Knowledge of municipal governance structures and processes related to the legislated responsibilities of a Clerk’s Office. 
•    Demonstrated ability to organize and prioritize work in a deadline-driven environment, 
•    Working knowledge of records management, including the handling of confidential and in-camera materials. 
•    Demonstrated ability to draft, format, edit, and proofread agendas, correspondence, minutes, reports, and other public-facing or confidential documents. 
•    Ability to demonstrate the Region’s core competencies.
•    Advanced skills in MS Office Suite and use of virtual platforms.
•    Demonstrated ability to research, assess information, and apply sound decision-making skills to respond to inquiries, resolve issues, and/or escalate matters as appropriate.
•    Strong interpersonal and communication skills with the ability to connect with a range of internal and external partners while focusing on fostering collaborative work relationships.

Please apply online by 5:00PM EST of the closing date indicated above.

All employment opportunities are recorded on a 24-Hour Career Line and may be accessed by calling 1-877-464-9675 ext. 75508. We thank all candidates for their interest; however, only those selected for an interview will be contacted. Please be advised, York Region uses email as the primary means of communication with candidates and does not use AI technology in any part of the recruitment process. Please ensure your email address is up to date, checked frequently (including your spam folder), and accepts messages from unknown users.

York Region is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. We respect, encourage and celebrate our diversity, aiming to build a qualified workforce that reflects the population we serve. Should you require an accommodation under the Human Rights Code during the recruitment and selection process, including accessible formats and communication supports, please email careers@york.ca or call 1-877-464-9675 extension 75506. Accommodations for applicants with disabilities are available upon request during recruitment processes and throughout employment.