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The City of Thunder Bay provides exceptional quality of life to those who live, work, and play in Thunder Bay – a culturally vibrant, economically diverse community with a metro population of over 120,000. Located on the north shore of Lake Superior, under the protective watch of the Sleeping Giant, Thunder Bay is rich in people and resources, and connects Northwestern Ontario to the world. We value our high quality of life and promote a clean, green, beautiful, and healthy community that provides economic opportunity, respects diversity, and provides affordable and safe neighbourhoods that are accessible to all.

The City of Thunder Bay is a place where art, culture and nature come together!

Watch this video to learn more about our City at:

Job Description:

POSITION SUMMARY: Under the general supervision of the Deputy City Clerk, performs administrative assistant and document management duties, supports City Council meetings and coordinates meetings of City Council Advisory Committees.

MAJOR RESPONSIBILITIES:

• Coordinates, liaises and gives direction to City departments and the public in the preparation of City Council/Committee of the Whole, and Ad Hoc/Special Meeting Agendas, Minutes, resolutions and document management processes, including items of a confidential nature, within strict deadlines.
• Under the direction of the City Clerk/Deputy City Clerk, coordinates closed session meeting agenda, minutes and compilation of reports as per the Municipal Act. Attends Committee of the Whole, City Council, and other meetings as assigned, researches, processes and distributes resolutions and meeting material, and assists in the recording of the proceedings of the meeting.
• Coordinates all technology related requirements for City Council/Committee and Advisory Committees including but not limited to; virtual meeting software, camera and public viewing systems, deputation kiosk and presentations.
• Under the direction of the City Clerk/Deputy City Clerk provides advice to Committee Chairs relative to City Council’s procedural by-law as well as relevant legislation (the Municipal Act, Municipal Freedom of Information and Protection of Privacy Act, Municipal Conflict of Interest Act).
• Coordinates scheduled Ward and Town Hall meetings (in person), and works independently, liaising with a Member of Council to prepare agendas including compilation of related documents, attending and recording proceedings of the meeting.
• When appropriate, coordinates scheduled Ward and Town Hall meetings (virtually), and works with a team to coordinate staff support, online platform for engagement and camera and live streaming opportunities.
• Develops, maintains, trains and provides support and guidance to Corporate Staff on electronic systems and databases.
• Performs executive administrative assistant duties including composition of internal procedures, standard reports and correspondence for the Division, researches Council decisions, including items of a confidential nature.
• Performs duties relative to the administrative process and election tabulation procedures of Municipal and School Boards Elections.
• Acts as a Commissioner for taking affidavits.
• Performs such other related duties as may be assigned.

QUALIFICATIONS:

Education/Experience:

• Certificate in Municipal administration (AMCTO) or a diploma in business administration or marketing/communications, along with two years’ directly related experience is preferred; or
• Certificate in business administration or marketing/communications, along with four years’ directly related experience is preferred; or
• Post-secondary degree along with three years’ directly related experience; or
• Post-secondary diploma along with five years’ directly related experience; or
• Post-secondary certificate along with six years’ directly related experience.

Skills/Abilities:

• Must be able to work independently within the Administrative Assistant working team and possess excellent time-management, organizational and decision-making skills
• Must be able to key accurately with a minimum speed of 60 w.p.m. and be able to transcribe proficiently
• Must be proficient in the use of current microcomputer word processing, spreadsheet, database, presentation and electronic mail software
• Must be proficient in the use of technology for electronic meetings (Zoom, MS Teams, WebEx etc.)
• Superior ability to communicate effectively and concisely, both orally and in writing, with the ability to make presentations and deliver training to a variety of audiences on electronic meeting management system(s).
• Must have the demonstrated ability to manage time effectively and to work under time constraints and changing deadlines
• Ability to work independently and as a member of a team
• Must be able to deal tactfully and courteously with internal and external customers
• Must be competent within the meaning of the Occupational Health and Safety Act
• Independent judgement when dealing with confidential or sensitive Corporate and departmental issues

Assets:

• Knowledge of all levels of government in addition to municipal government policies and procedures
• Participating member of the Association of Municipal Clerks and Treasurers of Ontario

CONDITIONS OF EMPLOYMENT:

• Must be able to attend evening meetings as required, and be able to work overtime as workload demands
• Will be required to travel to various work locations and provide own transportation
• Must take an Oath of Secrecy
• Must undergo a successful Criminal Record and Judicial Matters Check (CRJMC)

General Information:

As an equal opportunity employer, the City of Thunder Bay encourages applications from Indigenous peoples, persons with disabilities, members of visible minority groups, women and members of the 2SLGBTQ+ community.

ONTARIO HUMAN RIGHTS CODE: It is a contravention of the Human Rights Code of Ontario to discriminate on the basis of: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, marital status, family status, disability, age, record of offences, gender identity or gender expression. Therefore, a resume submitted to the City must not include references to any of the above characteristics. Do not include:

• Photos
• Any certificates that have photo identification
• Driver’s licences
• Police records checks

Note: The above documentation will be requested by the Human Resources Division should you be the successful applicant. If a Criminal Record Check is required, it will be requested by Human Resources should you be the successful applicant. Please do not submit your Criminal Record Check with your application.

ACCOMMODATION: Reasonable accommodations are available upon request for all parts of the recruitment process.

PRIVACY: Personal information on this form is collected under the authority of the Municipal Act, c. 302, as amended, and will be used to determine eligibility for employment. Questions about this collection of personal information should be directed to the Human Resources Division, 125 Syndicate Ave Suite 42, Thunder Bay, Ontario, P7E 6H8, Telephone: 625-3866