Division Coordinator, Office of the CAO, Mayor and Council (TPT) (NU 63.23)

Job title: Division Coordinator, Office of the CAO, Mayor and Council (TPT) (NU 63.23)

Job description: Basic Function:

• Provide a high level of administrative assistance to the CAO, Mayor and Councilors in a complex political environment, by coordinating schedules, booking appointments, obtaining information and preparing research. Collaborate and interface with the Chief Administrative Officer/Staff to represent the County.
• Provide exceptional customer service, respond to inquiries and liaise with local officials, local boards, government agencies, outside organizations, staff and public, and provide follow-up as needed.
• Foster productive public relations and engagement as a community interface, while providing exceptional customer service.
• Administer the functions of the Office of the Mayor and ensure that the Mayor is kept fully informed on all matters requiring attention.
• Manage content on social media and contribute to brand awareness and presence.

Position Description:

• Provide administrative assistance and support to the Chief Administrative Officer, Mayor and Council.

• Act as a Primary Liaison between the Mayor, the Members of Council and the Chief Administrative Officer/Staff.
• Provide meticulous service to the Chief Administrative Officer and Mayor.
• On a daily basis, be pro-active to anticipate the day-to-day needs by providing all secretarial and administrative support services to the Chief Administrative Officer and Mayor.
• Prepare, compose and proofread correspondence, schedule appointments, organize and prepare for meetings ensuring County guidelines and procedures/policies are met.
• Prepares minutes/agendas/correspondence for various ad hoc Committees in which the Mayor is involved.
• Maintain contact and departmental information on the website
• To provide research support for the Mayor and Members of Council.

• Researches and monitors pertinent local/community/regional and broader issues, attends relevant community meetings, informs and updates Mayor of issues.
• Maintains accurate Records Management System for the Chief Administrative Officer’s Office.

• To maintain appropriate records management system and to be responsible for the retention of all computerized and hard copy records ensuring compliance with County policies.
• Acts as recording secretary to Senior Leadership Committee.

• Supply the Senior Leadership with an accurate record of the meetings.
• Attends meetings, takes notes, types minutes and agendas and circulates for the next meeting. Seeks input for next agenda.
• Maintains “follow-up” system for actions to be taken by Senior Leadership Team.
• Ensure smooth workflow in Chief Administrative Officer’s and/or Mayor’s absence.

• To ensure there is no interruption in service to Council/Chief Administrative Officer/General Managers/staff/public.
• Process mail, answer telephone requests, and deal with public inquiries, in the Mayor’s absence.
• Contributes to setting the departmental budget and monitoring during the year.

• Set the annual estimated budget with the Chief Administrative Officer.
• Codes and track all invoices during the year for the Finance department.
• Coordinates arrangements for seminars, workshops, professional development and special events.

• Coordinate the Operational Leadership and Corporate Leadership Meetings by Initiating agenda and program and involve individuals as required.
• Ensure supplies, refreshments or appropriate individuals are prepared for the event.
• Initiates and chairs meetings with County’s Administrative Leadership Team, as required.

• Initiate the agenda, type the minutes and circulate. Seek input and look for ways to operate efficiently and effectively. Communicate direction from and findings to Senior Management.
• Purchasing and distribution of necessary supplies and materials for administrative functions and special purchases
• Maintain and oversee stationery supplies, certificate frames, office equipment and supplies while keeping within the annual operating budget for division.
• Assist with the creation and promotion of accessible documents templates for use within the organization
• Assist with the creation and maintenance of social media content to support the Mayor.
• Maintain expense and mileage records for the Mayor and reconcile purchasing card.
• Maintain various distribution lists throughout the organization
• Other duties as assigned

Requirements

Knowledge and Experience:

• At least five (5) years previous administrative experience, in a political/municipal setting, which has dealt with senior management, politicians and the public or equivalent.
• Post-secondary education relative to the function such as Business Administration or Public Administration or equivalent.
• AMCTO designation preferred
• Recent and ongoing courses and/or training to upgrade skills with latest technology, i.e. computer training.
• Knowledge of social media tools, applications, content writing, etc.

Skills and Abilities:

• Good understanding of the functions carried out by divisions/departments, as well as the inter-relationship of municipal structure and functions, and other government agencies to understand the municipal mosaic.
• Ability to assemble and present information in a professional manner.
• Excellent customer service / interpersonal skills
• Proficient in Social Media platforms.
• Proven time management, organizational and interpersonal skills.
• Excellent clear communication skills (oral and written)
• Working knowledge of office administration practices.
• Ability to work independently; to meet deadlines in spite of constantly shifting priorities, interruptions and diplomacy.
• Sound knowledge of various software systems and office equipment.
• Knowledge of Corporate policies/procedures.
• Knowledge of Corporate filing system/data base/record management principles
• High degree of integrity due to exposure to confidential and sensitive information.
• Solid knowledge of budget processes and accounting principles.
• Valid Ontario driver’s license and access to a reliable vehicle
• Computer expertise in corporate standard software (Microsoft Office and Adobe Pro) and department specific software to data search and entry and to create and modify word processed documents.
• Must be aware of safe work practices as they relate to job responsibilities and work environment, and have the basic understanding of the Occupational Health and Safety Act

Benefits

Posting #: NU 63.23

Status: Temporary Part Time (date of hire to approximately December 1, 2026)

Hours: Less than 35 hours per pay period

Employee Group: Non-Union

Salary: $31.014 – $38.768 per hour

Division: Office of the Chief Administrative Officer

Department: N/A

Reports To: Chief Administrative Officer and Mayor

Location: Simcoe, ON. Please note, this position is eligible for remote work on a limited basis.

Posting Period: October 25, 2023 – November 15, 2023

How to Apply:

• Ensure the file extension for your resume document is .doc, .docx or .pdf
• If you are electing to include a cover letter, the cover letter and resume must be uploaded as 1 file.

Find out more information about Norfolk County here:

The Corporation of Norfolk County is an equal opportunity employer. Accessibility accommodations are available for all parts of the recruitment process. Applicants need to make their needs known in advance.

Successful applicants are required to provide the Employer with a current Criminal Reference Check.

Thank you for your interest in this position. Only those to be interviewed will be contacted.

Click Here to Apply

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