Opportunity Notice - Client Services Coordinator

Posting Date: April 18, 2024

Job Type: Full-time, Permanent

Work Location: Town Hall

Salary: $57,304 - $67,416

Reporting to the Town Clerk, the Client Services Coordinator (CSC) provides a range of support services to the Town Clerk, in the delivery of secretariat services for Council and Committee meetings.

The primary responsibilities for this position include (but are not limited to) the following:

• Assists with meeting arrangements, namely receiving reports, tracking agenda items, processing agenda material for review and print, distributing documents, booking venues/rooms, and contacting relevant parties.
• Prepares advertisements of meetings, public hearings and special events, and newspaper articles.
• Attends public meetings as required and assists during meetings by setting up the room, managing meeting technology, assisting members of the public and people wishing to speak to the committee, and recording all pertinent proceedings.
• Adapts agenda and meeting material for submission to the Town’s website and other communication vehicles.
• Drafts meeting disposition, action lists, advance radar lists and meeting minutes.
• Provides information to Councillors, the public, staff and others regarding meetings, agenda items and other arrangements related to items of business.
• Assists the Town Clerk in conducting committee business and is informed on matters which fall within designated areas of responsibility.
• Acts as Recording Secretary for Advisory Committees and if required, Council meetings.
• Maintains an index of items dealt with by Committees and Council, lists of outstanding motions and inquiries, and various mailing lists.
• Ensures that official documents are properly filed and stored and that minutes are organized for permanent retention as official corporate records.
• Provides support for municipal elections and referendums.
• Commissioner of Oaths and statutory declarations
• Deputy issuer of marriage licenses
• Marriage officiant duties
• Assists with administration of all corporate records management systems including the records retention by-law that governs management and destruction. Provide support to other departments with records management activities.
• Support other records systems including any client relations systems such as Access e-11.
• Assists with preparing and posting documentation on the Town’s website in an accessible format.
• Assist with cemetery administration functions.
• Assist with website administration including managing Council meeting calendar and posting of essential notices and other town documentation.
• Conducts research of various statutes, regulations and best practices surveys in order to prepare draft policies, by-laws, and reports to Council on matters under the purview of the Clerk’s Office.
• Accomplish all other duties and/or special projects as assigned by the Town Clerk.

The successful candidate will have a minimum of:

• Degree or College Diploma in Business Administration or related field.
• Minimum three (3) years of experience in a related environment.
• Demonstrated understanding of parliamentary procedures, minute taking, filing, record keeping (including electronic), municipal by-laws, and general office administrative procedures.
• An understanding of relevant legislation, policies, and procedures.
• Working knowledge for providing customer services and being able to assess needs to meet service delivery standards.
• Maintain confidentiality, use sound judgement, and maintain a professional demeanor while providing services.
• Demonstrated ability to work independently and in a team environment.
• Maintain standards of conduct, possess cultural and political awareness and sensitivity, demonstrate sound work ethics and be consistent and fair.
• Exceptional communication skills (written and verbal).
• Highly organized with a demonstrated ability to prioritize, set schedules, handle multiple projects and competing demands, and meet deadlines.
• Proficient computer skills, sound analytical problem solving, report writing, presentation, interpersonal and time management skills.
• Ability to work irregular hours, and evenings to attend Council and Committee meetings as required.

Asset Qualifications:

• Experience with municipal government would be an asset.
• Experience with records management would be an asset.
• Education in municipal government, i.e., AMCTO MAP program training would be an asset.

Interested candidates are invited to submit an application in confidence by 3:00 pm on May 10th, 2024, quoting “Client Services Coordinator” attention to Human Resources by:

Mail: Town of Arnprior 105 Elgin St. W. Arnprior, ON K7S 0A8

E-mail: hr@arnprior.ca

The Town is committed to maintaining an equitable work environment and welcomes submissions from all qualified applicants. If you require a disability-related accommodation to participate in the recruitment process please email the Human Resources Officer at hr@arnprior.ca

All applicants are thanked for their interest. Information collected will be used in accordance with the Municipal Freedom of Information and Protection of Privacy Act for the purpose of candidate selection.