New Job Council Constituency Coordinator In Nova Scotia

Halifax Regional Municipality (HRM) is inviting applications for the permanent, full-time position of Council Constituency Coordinator, Council Support Office. Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality's core values. We have an Employment Equity Policy and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.

Reporting to the Manager, Councillor’s Support Office, the Council Constituency Coordinator is responsible for the delivery of confidential executive services to Councillor’s and exemplary customer service to their constituents. These services include budget management, detailed research and analysis, networking with internal and external stakeholders, project management, report preparation, and strategic written and verbal communication. The Coordinator is required to de-escalate situations and follow through on clients’ issues, (sometimes with unfavorable results), while simultaneously balancing the policies and priorities of the Municipality, the Councillor, and the resident. This requires the incumbent to balance assertiveness and sensitivity while adapting quickly to meet clients’ needs in accordance with the strategic direction of the organization.

DUTIES AND RESPONSIBILITIES:

• Acts on Councillors’ behalf by making decisions in their absence on district matters. This includes, but is not limited to, answering their emails and phone calls, preparing and distributing written communication, and coordinating with staff to address municipal issues.
• Manages Councillors’ calendar and works with staff, residents, and other elected officials to coordinate and prioritize meetings, agendas, and special events.
• Manages, monitors, and reports on Councillors’ discretionary spending accounts including the district capital budget of $94,000/year
• Supports new members of Council after each election by coordinating orientation sessions with staff, preparing orientation materials, and coaching newly elected officials on the role of Councillor.
• Provides additional support as required to the Deputy Mayor and to Councillors holding leadership positions on external organizations such as the Federation of Canadian Municipalities. This requires the Coordinator to maintain a close relationship with internal and external staff and to prepare frequent speaking notes, presentations media briefs.
• Receives and researches residents’ concerns and engages with staff and Councillors to resolve issues, mitigate conflict, and communicate outcomes.
• Oversees constituency casework by maintaining a strong working knowledge of current work management applications and adapting work habits as required by changes in software.
• Provides a high level of customer service to residents by responding quickly and accurately to phone and e-mail inquiries from staff and members of the public.
• Works closely with community groups to facilitate funding requests, explaining the process in clear and accessible language while adhering to specific policy requirements.
• Coordinates communication between residents and internal staff to ensure accurate and timely communication and maximize customer satisfaction.
• Works with the Councillor to provide open and transparent communication between the resident and the Municipality through accurate and consistent forms of public engagement.
• Researches and prepares correspondence, speaking notes, and newsletters to promote the work of the Councillor and the Municipality.
• Organizes, supervises, and manages special projects such as charity events, town hall and community meetings, and participatory budgeting sessions, (may require occasional evening and weekend hours).
• Facilitates Councillors’ advertising and promotion activities by engaging with Corporate Communications and public entities to prepare and design advertisements that satisfy both budgetary limitations and corporate brand requirements.
• Monitors and maintains individual Councillor webpages, keeping content, design, and information up-to-date, while ensuring compliance with corporate communication policies and municipal branding requirements.

QUALIFICATIONS
Education and Experience:

• Undergraduate degree in business administration, public administration, public relations or a related discipline.
• Minimum of three (3) years’ experience providing executive support, preferably in a municipal environment.
• A combination of education and experience deemed to be equivalent may be considered.

Technical / Job Specific Knowledge and Abilities:

• Excellent written and verbal communication skills.
• Comprehensive knowledge of municipal government structure and organization and the services provided.
• Flexibility to coordinate multiple initiatives and activities in a rapidly changing environment.
• Ability to work effectively with the public and elected officials and have a sound understanding of the roles and responsibilities of all three levels of government.
• Ability to work individually and as a team with a high-level of personal accountability.
• Excellent time and stress management skills.
• Must have advanced proficiency using computer software programs and analyzing data.

Security Clearance Requirements: Applicants may be required to complete an employment security screening check.

Please note - Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates, who are selected for testing, may be tested in a group setting, scheduled at the employer’s discretion. Interviews, testing and in-person recruitment activities are begin conducted in adherence with current COVID-19 Public Health protocols.

COMPETENCIES: Analytical Thinking; Communication; Conflict Management; Customer Service; Decision Making; Networking/Relationship Building; Organization and Planning; Risk Management; Teamwork and Cooperation; Value and Ethics; Valuing Diversity.

WORK STATUS: Permanent, full-time.

HOURS OF WORK: Monday-Friday, 8:30am-4:30pm, 35 Hours per week.

SALARY: Level 4, Non-Union, $51,810 to $71,310. Salary will commensurate with education and experience.

WORK LOCATION: City Hall, Halifax, NS.

CLOSING DATE: Applications will be accepted up to 11:59 pm Tuesday, February 14, 2023.

Please note: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.

During the recruitment process, applicants have the right to request accommodation. Applicants invited to participate in an assessment process (such as an interview or testing) and who require accommodation, should discuss their needs with the Recruiter when invited to the assessment process.

(position #78616798)