Councillors Assistant Case Work Coordinator 16446
Councillors Assistant Case Work Coordinator 16446
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Job Description
Requisition ID: 16446
Department: Ottawa
Service: City Council
Branch:Elected Representatives
Employment Type: 1 Temporary Full Time Position (Up to 1 year)
Work Hours: 35hours per week
Affiliation: Non Union/Non MPE
Salary Information:Commensurate with experience; competitive salary and excellent benefits package
Location: City Hall110 Laurier Avenue West
City: Ottawa ON
Job Category: Administrative and Support Services
Application Close:18/03/2025
JOB SUMMARY
The Councillors Assistant Case Work is accountable for managing and delivering a range of constituency political and operational services and processes in support of the Councillor and the Councillors agenda including: internal and external political relations project management media relations and serving as a spokesperson/representative for the Councillor in dealings with taxpayers and constituents.
DESCRIPTION OF RESPONSIBILITIES
- 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 Councillors office in person to place an inquiry.
- Staff may develop and manage systems and procedures consistent with responding to constituency work.
- Individuals may contact the City Councillors office regarding matters specific to the ward or the City in general. They may also contact the City Councillors office in his or her role as committee member or chair.
- Staff must converse with the caller to obtain a clear understanding of the nature of the call using a high level of tact and diplomacy.
- Where possible resolving constituent callers problems or issues immediately by providing information and clarification about Citys policies and programs or City Council and Committee activities.
- Contacting the appropriate City department to obtain the required information and following up with the constituent to respond to their inquiry. Alternatively connecting the constituent with the appropriate department staff and following up to ensure that the resolution is satisfactory.
- Where a resolution cannot be attained without the Councillors involvement advising the constituent that the Councillor will contact the constituent to discuss the matter further. Then researching the inquiry and all relevant information to provide the Councillor with a background report and following up with the Councillor after their conversation with the constituent to determine if any further action is required.
- Resolving matters for other callers including elected officials and staff where possible by providing information and clarification referring the caller to the appropriate City official or advising the caller that the Councillor will contact him or her then providing the Councillor with the appropriate background information and material.
- Utilising tracking software to maintain a record of callers and providing the Councillor with regular reports on the history of callers.
- 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 Citys policies and programs or City Council and Committee agendas.
- If required informing the constituent that their inquiry has been directed to the appropriate City Department for followup. Once a resolution has been reached following up to ensure that the result was satisfactory.
- Undertaking additional research as required on all correspondence including contacting City department officials for appropriate expertise and drawing appropriate background information from office files. Drafting emails letters and memos for the Councillors consideration and placing them in an action file for the Councillor.
DESCRIPTION OF RESPONSIBILITIES CONTINUED
- May provide general administrative support services to the Councillor by undertaking the following:
- Organizing developing and maintaining filing and information systems. Ensuring ready access to documentation and information.
- Implementing office procedures which allow the Councillor to efficiently review and draft correspondence.
- Organizing and distributing mail.
- Photocopying scanning and printing.
- Data entry.
- May oversee and coordinate the constituency work of assistants and volunteers to the Councillor.
- Recommending to the Councillor the requirement for additional staff in accordance with the office workload.
- Establishing priorities assigning tasks and providing feedback to staff and volunteers.
EDUCATION AND EXPERIENCE
Post Secondary School Diploma
University degree in Business Administration Public Administration Journalism Communications English or related program
A minimum of 5 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.
KNOWLEDGE
- Mandate structure and protocol of Council and its committees
- The demographics of the Councillors 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 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
WHAT YOU NEED TO KNOW
- Language Requirement:English oral reading and writing required. French oral reading and writing (As required by the Elected Official).
- Drivers License Requirement:A valid Ontario unrestricted G class drivers license (or provincial equivalent) with no more than 6 demerit points accumulated
- Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
- Please save a copy of the job poster. Once the closing date has passed it will no longer be available.
We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted.
The City of Ottawa promotes the principles of diversity and inclusion and adheres to the tenets of the Canadian Human Rights Act and the Ontario Human Rights Code. We encourage applications from members of Indigenous Black and other racialized communities persons with disabilities women and nonbinary persons persons of all ethnic origins religions sexual orientations classes gender identities and expressions.
Candidates are encouraged to selfidentify as a member of one or more designated employment equity groups in the selfidentification questionnaire.
The City of Ottawa provides accommodation during all parts of the hiring process upon request to applicants with disabilities. If contacted to proceed to the selection process please advise us if you require any accommodation.
Accessible formats and communication supports are available upon request. Please contact the HR Service Centreatextension 47411.
Required Experience:
IC
Employment Type
Full Time
