Division Coordinator, Office of the CAO, Mayor and Council (TFT)(NU 6.24)
Norfolk County, Canada

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 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 su

Job Rewards and Benefits