Job Summary

Compose agendas, minutes, reports and correspondence for Council and Committees on a timely basis.  Coordinate meetings and ensure mandate or role of Committee is met.  Make arrangements for delegations to appear before Council or Committees.  Ensure set up of meeting room and/or virtual meeting details are communicated. Record proceedings to report decisions/directives and compose communication for internal and external clients.  Provide procedural and technical support to the Committee, Council and senior staff to ensure the work of the Committee progresses.  This position provides support in specialty areas including research, committee events and programming, citizen outreach, open government, accessibility, committee education and citizen recruitment.

Duties and Responsibilities

• Review, organize, research to prepare agenda items.
• Attend meetings and record discussions and decisions on behalf of the City Clerk in accordance to Provincial legislation and the Council Procedure By-law and provide procedural guidance.
• Prepare written motions before meeting in anticipation of moving by Council/Committees.  Verbal motions that are moved are captured and formulated during the meeting.
• Report on recommendations and submit for adoption
• Compose minutes which form a permanent corporate record of the proceedings, discussion and decisions of Council/Committees.
• Coordinate various programs, events, citizen appointment process and manage Committee budget.
• Act as primary corporate contact for Council/Committee.
• Respond to enquiries from the public, staff and other levels of government regarding Committee in portfolio.
• Responsible for creating committee meeting appointments and serving as Meeting Host or other duties during electronic meeting of Council and/or Committee.
• Provide ad hoc assistance on projects/initiatives within the unit/team.
• Interpreting legislation and provide guidance to various departments with respect to legislative processes.
• Facilitating training and presentations.
• Liaise with Committee Chairs to ensure that the Committee operates within their established Terms of Reference.
• Other duties as assigned.

Skills and Qualifications

• Post-Secondary Degree/Diploma Public Administration, Political Science, or a related field.
• 2 years previous administrative experience in a government setting, preference will be given to those with experience in a municipal environment.
• Completion of the Municipal Administration Program or Certified Municipal Officer accreditation is an asset.
• Experience using Acrobat Adobe Pro, Microsoft Word, Excel, PowerPoint, Agenda Management Software (eSCRIBE is an asset) and various City software programs.
• Demonstrated knowledge of electronic meeting software such as: Webex, Webex Events and Zoom and ability to serve as a meeting host for electronic meetings of Council and Committees.
• Ability to prepare reports, letters, emails in a clear, concise and professional manner to Members of Council, staff at all levels, general public and other stakeholders
• Strong attention to accuracy and detail in a time sensitive environment.
• Demonstrate strong research, analytical, critical thinking skills.
• Strong ability to take initiative, accountability and excellent customer service skills are required.
• Ability to work irregular hours, depending on meetings, and ability to work overtime, as required to meet set deadlines.
• Strong teamplayer and ability to work independently.
• Excellent organizational and time management skills and ability to prioritize workload, to problem solve and to adapt to frequent interruptions.
• Strong keyboarding skills.
• Working knowledge of the Municipal Act, Accessibility for Ontarians with Disabilities Act, Planning Act and Mississauga's Procedure By-law is considered an asset.
• Demonstrated leadership skills to provide advice and direction to staff.
• May require some light lifting of supplies/materials.
• Exposure to computer keyboards and screens. Primarily office environment.

Note: Applicants who applied to the previous Requisition 24057 need not apply again and will be re-considered.