Administrative Assistant, Legislative and Legal Services (Council Services)
Essex, ON, Canada
Full Time
Legislative and Legal Services
Mid Level
Administrative Assistant, Legislative and Legal Services
Department: Legislative and Legal ServicesPosition Type: Full-time (35 hrs./week)
Location: Essex, Ontario (Hybrid)
Posting #: COE-09-25
Opening Date: January 10, 2025
Closing Date: February 2, 2025
Role Snapshot (Our Elevator Pitch!)
Are you a detail-oriented professional with a passion for supporting municipal governance and enhancing service delivery? The County of Essex is looking for an Administrative Assistant, Legislative and Legal Services, to provide exceptional administrative support to the Warden, Council, and Committees, while contributing to the success of the Legislative and Legal Services Department and the organization at large.Why Work With Us?
The County, as we like to call ourselves, is an upper-tier municipal government organization, providing programs and services to approximately 193,000 residents within the Essex County region and some shared services to approximately 422,000 within the Windsor-Essex region.We operate in Canada’s warmest and southernmost County, surrounded on three sides by water and blessed with unrivalled opportunities for boating, fishing, cycling, golfing and other recreational pursuits. One of Ontario’s best-kept secrets, the County offers an affordable mix of urban and rural living with easy access to world-class amenities and schools. We are located next to the urban center of Windsor and just minutes from downtown Detroit. With comprehensive benefits, professional development opportunities, and a culture built on respect and inclusivity, we are proud to support our people in achieving their goals.
Key Responsibilities
In this role, you will be responsible for:- Administrative Support for Governance
- Coordinate correspondence, meetings, and events for the Warden, Council, and Committees
- Prepare meeting materials, record accurate minutes, and ensure accessibility compliance
- Respond to inquiries with professionalism and discretion
- Event and Schedule Management
- Organize key Council-related events, including orientations, receptions, and banquets
- Arrange travel for Council members, Committees, and staff within budgetary and policy guidelines
- Departmental and Corporate Support
- Assist the LLS Director, County Clerk, and departmental managers with research, reports, and administrative tasks
- Support internal committees by coordinating meetings and preparing minutes
- Records and Document Management
- Maintain departmental records in alignment with retention schedules and accessibility standards
- Prepare Council and Committee documents to meet AODA and corporate guidelines
- Technical and Communication Support
- Operate and troubleshoot audio/visual equipment for hybrid and virtual meetings
- Provide backup support for corporate communications, including website and intranet updates
- Financial and General Administration
- Process invoices, track departmental expenses, and manage payroll vouchers
- Provide backup support to other administrative roles and serve as scribe during emergency incidents
What You Bring
Education and Commitment to Growth:- A two-year diploma in Office Administration or a related field (a degree in Public Administration is an asset)
- Commitment to completing the AMCTO Municipal Administration Program (if not already obtained)
- At least three years in municipal administration, with knowledge of parliamentary procedures and accessible document creation
- Experience working collaboratively in fast-paced environments and providing training across departments
- Advanced proficiency in MS Office and records management systems
- Strong organizational, communication, and analytical skills, with attention to detail and confidentiality
- Familiarity with municipal governance and occupational health and safety legislation
- Commitment to advancing equity, diversity, and inclusion in all aspects of work
- A valid Class “G” Ontario driver’s license and access to a personal vehicle for work-related purposes
- Ability to provide a Ministry of Transportation Driver Abstract and Police Information Check
What We Are Offering
A salary range of $65,064 to $79,882 is just the beginning. The benefit package is second to none and the defined benefit plan of the Ontario Municipal Employees Retirement System (O.M.E.R.S) is a pension system sought by many.The Application Journey
Your journey starts here. Submit your application online at the Career Opportunities section of our website at www.countyofessex.ca by February 2, 2025. If selected, you will be contacted by our HR team to participate in our hiring process.We believe in a thoughtful and transparent hiring process designed to identify the best candidate for the role while allowing you to learn about us. Here’s what you can expect:
1. Application Submission
Submit your application, including a tailored resume and cover letter, through our online portal by February 2, 2025. Be sure to highlight your administrative expertise, event coordination experience, and commitment to fostering inclusivity.
2. Initial Screening
Our hiring team will review applications to shortlist candidates whose skills, qualifications, and experience closely match the role’s requirements.
3. Phone Interview
Shortlisted candidates will participate in a 15-minute phone interview to discuss their background, interest in the role, and alignment with our organizational culture.
4. Comprehensive Interview Panel
Selected candidates will be invited to a panel interview. This stage will focus on your:
- Governance support
- Records Management
- Event Planning
5. Assessment
Complete a practical exercise showcasing your ability to prepare meeting minutes or coordinate an event schedule.
6. Offer and Onboarding
If selected, you’ll receive a formal offer outlining the terms of employment. Upon acceptance, our onboarding team will work with you to ensure a smooth transition, including introductions to your team, access to tools and systems, and a comprehensive overview of your first 90 days.
The County of Essex embraces diversity and inclusion in our workforce and workplace. We are committed to building inclusive teams and an equitable environment for people to be themselves. We encourage applications from all qualified candidates and will accommodate needs under human rights legislation throughout all stages of the recruitment and selection process. Please let us know of any accommodations through [email protected]. Information received relating to accommodation will be addressed confidentially. This information can be made available in alternate formats upon request.
Personal information is collected in accordance with the Municipal Freedom of Information and Protection of Privacy Act and will be used for employment opportunities only.
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