Overview

This position will be responsible for supporting the administrative functions related to Council and Committee meetings; as well as a wide range of customer-centric services within a team environment.  You are a representative of the City of Kitchener when responding to inquiries related to many of our legislative or statutory forms, issuing burial permits or marriage licenses, assisting with property inquiries and acting as a Commissioner of Oaths for the public.  You will be involved with the Municipal Election and will act as the Deputy Division Registrar under the Vital Statistics Act on behalf of the Province and the City.  If you are up for a challenge, want to be a part of a great team we want to hear from you!

Responsibilities

This position provides administrative support services to the Manager of Council/Committee Services & Deputy City Clerk and Committee Administrators as follows:

• Performs Council/Committee Secretariat functions including creating, distributing, and posting agendas, minutes and reports in eSCRIBE and Laserfiche, specifically for Property Standards and the Heritage Kitchener Advisory Committee, while also supporting Council/Special Council, Standing, Quasi-judicial, and Advisory Committee meetings.
• Performs various functions relating to the municipal election.
• Creates document relationships in Laserfiche for agendas, minutes, and reports.
• Creates and maintains statutory notices, correspondence and other related documentation pertaining to Property Standards and the Heritage Kitchener Advisory Committee, Council/Special Council, Standing, Quasi-judicial, and Advisory Committee meetings.
• Receives and processes appeals for quasi-judicial tribunals.
• Receives and facilitates execution of legal documents. 
• Maintains the Municipal Heritage Registrar in compliance with the Ontario Heritage Act.
• Receives, classifies, scans, indexes and files all contracts, deeds and agreements made with the City of Kitchener.
• Inventories and orders office supplies for the Legislated Services Division.
• Cross-trained to provide back-up support for other designated position(s) within the Office of the City Clerk.
• Other related duties as assigned.

Education

• Minimum Grade 12 diploma or equivalent plus up to 1 year post-secondary job related courses.

Experience

• Minimum of 1 year job related experience including:
  
  • Experience drafting statutory notices and correspondence.
  • Experience coordinating meeting documentation, including agendas, minutes, correspondence, and record management.

Skill Equivalency (if applicable)

Applicants will be considered if a combination of their education and experience meets the following pre-determined skill equivalency: 

• Grade 12 Diploma with minimum 2 years related and relevant experience or 
• 2-Year Diploma (or 2-Year Specialized Post-Secondary Program) with minimum 6 months related and relevant experience 

Additional Requirements

• Evening work may be required.

Knowledge, Skills, and Abilities

• Strong written and verbal communications skills and proven ability to effectively interact with all levels of management and staff, elected officials, members of the public, planners, lawyers, consultants, funeral directors, coroners and outside agencies and other levels of government.
• Able to work independently and have proven ability to work effectively in a team environment.
• Demonstrated organizational and planning skills as well as the ability to effectively multi-task to consistently meet strict deadlines.
• Strong attention to detail and a high level of accuracy.
• Strong customer service orientation and demonstrated ability to effectively deal with difficult situations with tact and diplomacy.
• Working knowledge of legislative and statutory forms and municipal responsibilities related to various legislation (e.g., Municipal Act, Vital Statistics Act, Commissioners for Taking Affidavits Act, Marriage Act, statutory notice requirements outlined in the Planning Act, Municipal Elections Act and Municipal Freedom of Information and Protection of Privacy Act).
• Ability to work with sensitive issues and maintain customers’ personal information.
• Demonstrated proficiency with Microsoft Office (Word, Excel, Access and PowerPoint), Adobe Pro and Outlook.
• Reliable with a good attitude and employment record.