JOB SUMMARY

The Councillor’s Assistant (Finance and Administration Coordinator) provides essential administrative and financial support to the Councillor’s Office. This part-time position focuses on office coordination, budget tracking, event planning, and scheduling, ensuring efficient daily operations and strong financial management in alignment with City protocols.

DESCRIPTION OF RESPONSIBILITIES

Administrative and Financial Coordination

• Maintain and prepare financial records, including tracking expenses, processing invoices, and reconciling transactions in accordance with the Council Expense Policy.
• Support budget planning, forecasting, and reporting, ensuring fiscal compliance and transparency.
• Organize and maintain electronic and physical filing systems, ensuring efficient access to information.
• Implement office procedures to support timely review and preparation of correspondence and reports.
• Schedule and coordinate meetings, community events, and public engagements to ensure efficient use of the Councillor’s time.
• Manage event logistics including venue booking, catering, invitations, and materials preparation.
• Organize and distribute mail and correspondence; perform data entry, photocopying, scanning, and document formatting.
• Prepare travel arrangements and reconcile related expenses as needed.

EDUCATION AND EXPERIENCE

Post-secondary education is preferred, but not necessary.

Minimum of two (2) years of relevant administrative experience.

Demonstrated experience managing budgets, scheduling, and event coordination.

KNOWLEDGE

• Knowledge of budget management and financial tracking.
• Strong organizational, scheduling, and event planning skills.
• Familiarity with municipal government structure and Council protocols [Needs Research].
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Ability to handle confidential information with discretion.
• Strong interpersonal, communication, and problem-solving skills.
• Attention to detail and ability to work independently with minimal supervision.

COMPETENCIES, SKILLS AND ABILITIES

• Administrative and financial accuracy
• Time management and multi-tasking
• Collaboration and communication
• Initiative and reliability

WHAT YOU NEED TO KNOW

• Language Requirement: English oral, reading, writing required.
• 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 non-binary persons, persons of all ethnic origins, religions, sexual orientations, classes, gender identities and expressions.
Candidates are encouraged to self-identify as a member of one or more designated employment equity groups in the self-identification questionnaire.

The City of Ottawa provides accommodation to applicants during all parts of the hiring process, upon request. 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 Employee Service Centre at 613-580-2424 extension 12211 or via email at esc-cse@ottawa.ca.