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Job Title:
Committee Clerk
Job Number:
Job Code:
Job Category:
Public Administration
Office of the City Clerk
Bargaining Unit:
Job Type:
Full Time
Employment Type:
Number of Positions:
Hours of Work:
35 hrs/wk
$26.10 - $32.13/Hour
Date Posted:
July 31, 2020
Closing Date:
August 15, 2020

Opening Statement

Kingston’s vision of being a smart, livable 21st century city is fast becoming reality. History and innovation thrive in our dynamic city located along the beautiful shores of Lake Ontario, an easy drive from Toronto, Ottawa and Montreal, in the heart of eastern Ontario. With a stable and diversified economy that includes global corporations, innovative startups and all levels of government, Kingston’s high quality of life offers access to world-class education and research institutions, advanced healthcare facilities, affordable living and vibrant entertainment and tourism activities.

Position Summary

The Committee Clerk provides a full range of services to various committees and council by preparing agendas, scheduling and attending meetings, recording proceeding, preparing minutes and providing procedural support to Committee and other corporate departments. The Committee Clerk will provide legislative and technical support to the Committee, Council and senior staff to ensure the work of the Committee progresses. This position is provides support in specialty areas including research, citizen and community outreach, open government, student engagement, accessibility, citizen recruitment, committee education and assisting with the Municipal Election.


Prepare Committee Agendas, attend Committee meetings and public meetings, record proceedings, prepare Minutes, provide proactive procedural support to Committee Chair, as well as follow-up, i.e. letters of decision, memos, provide research support to Committee and other areas of the Department

Provide legislative and technical support to the Committee, coordinate with Committee, Council and senior staff to ensure work of Committee progresses

Develop Reports to Council, Committee of the Whole and other Ad Hoc/Committee on matters pertaining to Committee recommendations and activities

Respond to inquiries from the public, staff and other levels of government regarding Committee in portfolio

Attend Council and Committee of the Whole meetings, as may be required

Responsible for serving as Meeting Host during electronic meeting of Council and Committee

Responsible for room set up, and troubleshooting of meeting Audio Visual equipment, and assist with municipal election as required

Other duties as assigned

Qualifications, Competencies

2 year diploma in Public Administration or related field

2 years previous administrative experience in a government setting, preference will be given to those with experience in a municipal environment

Possessing or willingness to obtain the AMCTO Municipal Administration Program Certificate is an asset

Must demonstrate the corporate competencies: Customer Focus, Results Oriented, Integrity and Teamwork.

Skills, Abilities, Work Demands

Experience using Adobe Acrobat, Microsoft Office, Word, PowerPoint and Excel tested at intermediate level, experience using databases to retrieve information

Demonstrated knowledge of electronic meeting software (i.e. Zoom, WebEx, Teams) and ability to serve as the Meeting Host for electronic meetings of Council and Committee

Ability to prepare reports and letters in a clear and concise manner, strong verbal, presentation, and written communication skills required

High level of ownership, initiative, accountability and strong customer service skills required

Ability to work irregular hours, depending on meetings, ability to work overtime, as required, to meet set deadlines

Ability to work both in a team environment and independently, ability to effectively communicate to the public, and staff at all levels of the Corporation

Strong keyboarding skills

Demonstrate attention to accuracy and detail, in a time sensitive environment

Excellent organizational and time management skills and ability to prioritize workload, to problem solve and to adapt to frequent interruptions and change

Working knowledge of the Municipal Act, Municipal Elections Act, The Planning Act, Ontario Heritage Act, Commissioners for taking Affidavits Act, Cemeteries Act, the Procedural By-law, the Committee By-law and Bourinot’s Rules of Order and Robert’s Rules of Order is considered an asset

Valid ‘G’ driver’s licence, must provide own transportation

Required to obtain and maintain satisfactory criminal record check at own expense.

Closing Statement

Please apply to Career Opportunities at: www.cityofkingston.ca/Careers
Your resume must clearly demonstrate how you meet the requirements of the position. Please upload to your profile, any educational Degrees, Diplomas and/or Certificates that are relevant and required for the position you are applying to. We thank all of those who apply; however, only those selected for further consideration will be contacted. The City of Kingston is an equal opportunity employer. Accessibility accommodations are available for all parts of the recruitment and selection process. Applicants need to make their needs known in advance. Information collected will be handled in accordance with the Municipal Freedom of Information and Protection of Privacy Act.