All jobs within 400 km around Ajax

JOB SUMMARY

The Councillor's Assistant is accountable for managing and delivering a wide range of strategic, political, constituency, and operational services and processes in support of the Councillor which may include: strategic management of issues, policy analysis and development, internal and external political relations, project management, media relations, organizing community events/public meetings, collaborating with community agencies on policy issues and events, managing the resources of the Councillor’s Office and serving as a spokesperson/representative for the Councillor in dealings with taxpayers and constituents.

DESCRIPTION OF RESPONSIBILITIES (Vary dependent on Councillor/Ward)

• 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 process correspondence addressed to the City Councillor by regularly reviewing emails, letters, and other correspondence from constituents and other sources. Providing prompt, relevant, and informed responses about the City’s policies and programs, or City Council and Committee agendas. 
• May provide general administrative support services to the Councillor.
• May oversee and coordinate the constituency work of assistants and volunteers to the Councillor.
• May prepare Council and Committee agendas for the Councillor in his or her role as Council member or Committee member or chair.
• May provide general administrative support services to the Councillor, while ensuring compliance with all protocols and procedures required of an elected official, maintaining, and preparing financial records, managing budgets as well as reviewing financial transactions against the Council Expense Policy. 
• May partner with community stakeholders to address issues in the community, organize community events, and assist with various community initiatives.
• May be responsible for coordinating and attending events throughout the community to engage with constituents and promote City services and programs.
• May be responsible for developing the Councillor’s strategic and promotional communications, through newsletters, emails, letters, press releases, and social media accounts.

EDUCATION AND EXPERIENCE

Post-Secondary School Diploma.

2-year college diploma in Business or Office Administration, Public Administration, Journalism, Communications, English or related program
University degree is considered an asset.

A minimum of 3 years’ experience in providing administrative services is required, preferably to the senior executive level, and including the provision of communication services. Experience providing support to an elected official is desirable.

CERTIFICATIONS AND LICENCES

A valid Ontario unrestricted “G” class driver’s license (or provincial equivalent) with no more than 6 demerit points accumulated (as required by the Elected Official).

KNOWLEDGE

• Mandate, structure, and protocol of Council and its committees
• Event planning and organization
• Media and communication techniques and practices
• Effective communication vehicles such as newsletters, newspapers, and social media
• Budget planning and control
• 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 via verbal presentations, written information, promotional material and reports, 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 independently and within a team

JOB SUMMARY

The Infrastructure and Water Services Department requires comprehensive safety support for the City's extensive water, wastewater, and stormwater facilities. These facilities demand strict adherence to industrial hygiene standards, applicable legislation including, but not limited to, industrial and construction regulations, chemical storage and management, and confined space entry. Other key safety areas of knowledge include fall protection, respiratory hazard mitigation, and maintaining rigorous standards for large industrial process equipment and processes to ensure the safety of personnel, contractors, and the public.

The Health and Safety unit delivers a comprehensive health and safety program for the Infrastructure & Water Services department by conducting safety inspections, audits and investigations, assessing and mitigating departmental health and safety risks/hazards, implementing management strategies including monitoring and promoting compliance to legislated and corporate requirements, developing or enhancing health and safety programs, and delivering health and safety training to staff.  
 

You are responsible for providing an overall coordination function for all Occupational Health and Safety (OH&S) related programs, services, and initiatives within the department.  You support management and staff by providing advice and guidance, developing programs and procedures, coordinating special projects, conducting risk assessments, monitoring compliance through inspections and audits, conducting incident investigations, and making recommendations for improvement. 
 

You also liaise with Health and Safety in Human Resources Services and the operating branches within the Infrastructure & Water Services department.

EDUCATION AND EXPERIENCE

Completion of 3 year university degree in Science, Human Resources, Business Administration, or other related field, with coursework related to OH&S administration

Minimum of 5 years of progressively responsible OH&S experience working in a large unionized industrial organization, implementing initiatives, performing project management, and/or conducting research and analysis

CERTIFICATIONS AND LICENCES

KNOWLEDGE

• Provincial Occupational Health and Safety Act and applicable regulations
• Workplace Safety Insurance Act and applicable regulations 
• Applicable federal, provincial and municipal legislation related to OH&S
• Key safety issues involved in operating an industrial operation
• Theoretical and practical knowledge of a range of OH&S work procedures and practices
• Hazard Recognition, assessment and control
• Inspection and audit planning and procedures
• Incident investigation methodology
• Risk assessment methodology
• Research methods, data collection and interpretation
• Planning and performance measurement
• Policy and procedure development and documentation practices 
• Project management principles and techniques
• Training and development approaches and evaluation methodology
• Strategic and operational planning
• Human resources practices and principles, collective agreements
• Computer applications relating to the work, including MS Office Suite, SAP, PowerPoint 
• Knowledge of applicable health and safety legislation, including the rights and duties of workers.

COMPETENCIES, SKILLS AND ABILITIES

• Able to interpret and apply legislation
• Able to work independently, with minimum support/direction
• Able to work cooperatively and collaboratively with all staff and as part of a team  
• Able to plan, initiate, organize, and prioritize work, and to balance the stress of multiple demands, conflicting priorities, and pressures, while maintaining a keen sense of quality and deadlines
• Able to plan, lead, coordinate, implement, and manage projects to completion
• Able to conduct research, compile/analyze issues/data, make judgments on the interpretation of issues/data, identify and compare a range of options, and make recommendations
• Possess strong problem solving skills and the ability to make decisions where precedent is not usually available
• Able to communicate complex information and influence and convince others to adopt courses of actions they might not otherwise wish to take
• Able to initiate and facilitate change
• Able to exercise discretion in dealing with sensitive issues
• Able to conduct interviews and obtain relevant information
• Possess excellent consultative, collaboration and interpersonal skills; able to direct, advise and guide
• Able to negotiate and persuade others and to bring conflicting points of view to consensus 
• Possess strong verbal and written communication skills; able to write reports and deliver presentations; able to communicate effectively with a range of audiences 
• Possess strong existing computer skills, with ability to use Microsoft Office suite applications and SAP
• Able to think analytically, and focus on accuracy and detail
• Able to demonstrate leadership and initiative
• Patient, flexible and adaptable
• Able to display tact and diplomacy
• Innovative, creative, and resourceful
• Customer service oriented