Assistant to Council/committee

The City of Markham is proud to be recognized for the 4^th consecutive year as one of Canada's Best Employers by Forbes and Statista Inc. In 2024, the City of Markham is ranked the top city in Ontario and in the top 10 for Government Services. The recipient of multiple environmental awards, we are recognized for our innovative sustainability and urban planning initiatives as well as our fiscal accountability. More than 357,000 residents call Markham home and benefit from our rich heritage, culturally diverse environment, vibrant local economy and focus on quality of life.

Applications are now being accepted for the above regular full-time position in the Legislative Services/Clerks - Secretariat Department, Corporate Services Commission. While all applications will be received, current members of CUPE 905 (Inside Workers) will be given first consideration. To apply for this position, please submit your cover letter and resume on-line by December 5, 2024.

Join us and make a lasting difference!

JOB SUMMARY

Performs all duties related to the production of Standing Committee agendas and associated materials; serves as a resource for internal and external customers relative to Standing Committee/Council business; performs other duties as assigned by the Deputy and/or City Clerk.

KEY DUTIES AND RESPONSIBILITIES

• Liaises with staff at varying levels throughout the Corporation for report submission (track items; verification of report authorizations, etc.).
• Prepares Standing Committee and Advisory Committee agendas/addendums and related materials using eScribe; tracks deferred items for placement on future agendas as part of this process.
• Conversion of Agenda documents/insertion of hyperlinks for posting of meeting materials on the website using eScribe.
• Preparation of post-meeting materials (correspondence/extracts) for internal and external customers.
• Responds to internal and external inquiries (in-person and via telephone/email) relative to Council/Standing Committee decisions as well as other aspects of the Department's function.
• Coordinates the printing and distribution of Standing/Advisory Committee agendas.
• As required, serves as back-up Committee Clerk by attending Advisory Committee meetings for the purpose of taking minutes and providing procedural advice.
• Maintains stakeholder notification list relative to applications, by-laws to contact external/internal applicants.
• Maintains an Appointment database for all city Advisory Committees and local Boards; provides extractions from same upon request.
• Provides assistance with various notifications as required (Local Board/Committee appointments, etc.).
• Prepares annual Standing/Council meeting schedule consistent with the City's Faith Policy for review by City Clerk and eventual presentation to Council.

REQUIRED SKILLS & COMPETENCIES

• College Diploma in public and/or business or related discipline.
• Two years of related experience.
• Excellent verbal and written communication skills.
• Proficient in Microsoft applications including Word, Excel and PowerPoint.
• Experience with eScribe system considered an asset.
• Strong planning and organization skills.
• Detail oriented.
• Team-player.
• Client focused.

CORE BEHAVIOURS

• Service Excellence: Meets or exceeds service standards when interacting with customers in the community and in the organization.
• Change & Innovation: Responds positively and professionally to change and helps others through change.
• Teamwork & Relationship Building: Interacts with others in an inclusive, collaborative and respectful way that creates effective working relationships.
• Communication: Communicates in a clear, professional and respectful way; demonstrates active listening.
• Accountable & Results Oriented: Demonstrates ethical behaviour and accountability, aligns with City values, and abides by relevant policies and legislation.
• Management & Leadership: Demonstrates self-management, professionalism and engagement; leads by example.

The City of Markham is committed to inclusive, accessible and barrier free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. Please let us know if you require an accommodation and we will work with you to ensure a barrier free hiring process.