Reference #: 102294


Reporting to the City Clerk, this role provides supervisory and coordination support for the day to day administration of the Council Office and administrative staff to facilitate the operations of the Council Office while maintaining strong relationships with City staff, constituents and other members of the public. Acts as a key contact to provide coordination and guidance and advice to resolve issues to meet council and staff needs.

  1. Manage the day-to-day operations Administrative oversight and support to Constituency Assistants who receive functional work direction from their assigned Ward Councillor(s). Establish performance objectives and work assignments, and motivate and support staff through coaching and guidance. Develop and implement efficiencies to support the Council Office administration. Responsible for promoting and supporting staff’s compliance to City policies, procedures and protocol. Assist with workload balancing and rotational change or redistribution of core tasks to provide seamless, integrated administration services. Responsible for recruitment, training and development and creating a positive team environment. Coordinates with space planning logistical requirements for Councillors and staff, new furnishings, ergonomic assessments, and Health and Safety issues ensuring staff/Councillors are protected from workplace hazards. Coordinate and approve for the Council Office accommodations, supplies, payroll, vacation, attendance, absence and overtime approvals.

  2. Coordinate the efficient and effective functioning of the Council Office. Supervise and support administrative and communication functions across the Council Office. Administer the Performance Management system, where applicable, for the development and administration of goals, objectives and procedures for the affected Council Office staff ensuring corporate and divisional goals are accomplished. Manage attendance, absences and coverage to ensure staff comply with corporate policy and procedure. Coordinate record keeping functions including filing and confidential records, FOI requests, audit requirements to ensure corporate compliance and tracking of data, including financial records of Councillors. Liaise and supervise office technology systems and work with I.T. to ensure uninterrupted systems support, and service levels and equipment are up to date and meet Councillors needs. Liaise and supervise general office and equipment needs for Councillors and Council Office staff based on established policy and procedures.

  3. Public relations. Work with Constituency Assistants and Councillors on constituent matters as required. With Constituency Assistants, liaise and support Councillor communications (print and digital). Monitor and support public initiatives, events and official invitations especially regarding Councillor attendance and event protocol. Support the Councillors and respond to public situations of sensitive, confidential and controversial matters as they arise. Supervise and support Constituency Assistant work tracking of service requests and complaints through the City’s corporate tracking systems, the Councillors’ portal and related systems. Liaise with Clerk’s Office for Council and Committee meetings, workshops, closed sessions, citizen interviews and delivery of a high level of quality customer service.

  4. Budgeting and financial reporting support. Work with the City Clerk and Financial staff to establish the Councillor budgets and Council Office budget. Analyze accounting functions to prepare and monitor the operating budget and contribute to the overall budgeting process for the two (2) council office budget accounts. Reconcile monthly detailed financial reports and liaise with Treasury Services as required. Working with the Constituency Assistants, oversee and reconcile financial reporting requirements supporting Councillors to ensure compliance with corporate expense and financial policies. Authorize and sign off on all Council Office purchases.

  5. Liaison to Mayor’s staff and Corporate Integration. Liaise with the Mayor’s Office staff to ensure integrated communications between the Mayor’s Office and Council Office enabling consistency in dealing with corporate, constituent and politically sensitive matters. As required, deal with highly sensitive issues and concerns in collaboration with the Mayor’s Office. Maintain strong relationships with City staff, the Region and other governmental agencies. Co-ordinate planning to ensure Council presence at key events. Collaborate with Strategic Communications and other departments to ensure protocols and practices are followed. Act as key liaison for Councillors in the event of an emergency under the City’s Emergency Preparedness Program. Regular office activity reporting to Council through Member Services Committee, or equivalent. Serve as coordinating contact for the City and Council Office on Region of Peel governance matters affecting all Councillors and impacting the City.


  • Post-secondary Certificate or diploma in Office Administration/Business Administration or similar program.

  • 5 years supervisory support to a senior leader, preferably in public sector.

  • General knowledge of municipal or regional government structures and functions, as well as Federal and Provincial government.

  • Experience working in a political environment is an asset.

** Various tests and/or exams may be administered as part of the selection criteria.

Job status: Permanent

Job Type: Non-Union

Applications must be received by December 13, 2016

Alternate formats will be provided upon request.

If this opportunity matches your interest and experience, please apply online at: or via quoting reference #102294 by December 13, 2016, and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted.

Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.

The City is an equal opportunity employer. We are committed to inclusive, barrier-free recruitment and selection processes and work environments. If you are contacted for a job opportunity, please advise the Human Resources Division of any accommodations needed to ensure you have access to a fair and equitable process. Any information received relating to accommodation will be addressed confidentially.

System ID: 2016-3976

Job Type (EN): Full Time

Job Industry (Choose up to 3 industries) (EN): Government and Public Sector

Career Level (EN): Experienced