Communications Officer, Mayor and Chief Administrative Officer - (CLOSES: April 30, 2024)

Communications Officer, Mayor and Chief Administrative Officer - (CLOSES: April 30, 2024) 7 Creswell Dr, Trenton, ON K8V 6S7, Canada Job Description The City of Quinte West is situated on the shores of the beautiful Bay of Quinte.We are located directly along the Highway 401 corridor approximately 1.5 hours east of Toronto and 2.5 hours west of Ottawa. Over 46,560 people make Quinte West home.Quinte West's natural setting, with its attractive scenic backdrop of rolling hills, rich farmland and clean waterways, creates a healthy environment for working, living, and raising a family. Safe, well-planned neighbourhoods and plenty of recreational activities make Quinte West the ideal place to visit or call "home". Position: Communications Officer, Mayor and Chief Administrative Officer Department: Office of the Chief Administrative Officer (CAO) Division: Office of the Mayor Reports to: Executive Coordinator, Office of the CAO Office of the Chief Administrative Officer (CAO) and Mayor The Office of the Chief Administrative Officer (CAO) and Mayor represents the joint political and administrative leadership of the municipality. This office supports the executive administration and internal and external communications needs of the Mayor in their role of providing leadership to Council, and the CAO in their responsibility for the policies, procedures, services on behalf of the department. Purpose and Scope Reporting to the Executive Coordinator, this position will demonstrate superior communications and customer service skills through daily responsibilities. This position will provide communications support to the Mayor and CAO. In the absence of or as directed by the Executive Coordinator, the position will support the administrative needs of the office and its members. Duties and Responsibilities Communications Support Provide communications support to the Mayor and CAO, including, but not limited to: Prepare speeches and speaking notes for the Mayor and members of Council in the role of Deputy Mayor Monitor and coordinate key messages and responses for the Office of the Mayor's social media and digital accounts. Accompany the Mayor and/or CAO to external functions including local committee meetings, business openings, public meetings, etc. as required. Coordinate external media requests for interviews in accordance with protocol and consultation with the City's Corporate Communications team as needed. Provide strategic photography of the Mayor and members of Council as Deputy Mayor at community events and engagements for content purposes and the documentation needs of the department. Create executive presentations for delivery to external stakeholders. Prepare media quotes, key messages and briefing notes for a variety of communication uses and requests for media interviews. In the absence of or when directed by the Executive Coordinator, provide assistance with confidential administrative support to Mayor and CAO, including, but not limited to: Schedule meetings and appointments, prepare meeting materials, take minutes, draft and distribute diverse correspondence, book travel arrangements, maintain office systems and supplies. Respond to and/or relay messaging to the Mayor and/or CAO, appropriate staff or Council members, in accordance with corporate policies and standards. Prepare sensitive and confidential documents in accordance with protocol. Maintain an extensive knowledge of corporate, Council and community initiatives, networks and key stakeholders. Exercise tact, professionalism and sound judgment. Completion of special assignments, tasks and events as assigned. Demonstrate a commitment to learning and overall professional development. Follow all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act, other applicable legislation, best practices, City policies and procedures where applicable. The position will provide: Customer Service Confidently provide professional, flexible and relevant customer service and outreach to a wide audience of community members, residents and stakeholders. In the absence of or when directed by the Executive Coordinator, respond to inquiries and complaints including the handling of initial complaints, referrals, logging of correspondence, follow-up and responding to inquirers.Exceptional customer service, interpersonal and communications skills. Recognize and understand customers' needs and deliver in a manner that meets customers' reasonable expectations. Teamwork and Collaboration Comfortable working with both elected officials and corporate staff. Take a collaborative approach to finding solutions and engaging diverse audiences to reach common goals. Contribute to group/team projects and complete individual tasks and responsibilities. Centres all work around a keen understanding of the City's strategic goals and objectives, and the individual mandates of City departments. Build and maintain cooperative work relationships with others. Align with the strategic directions and departmental plan. Planning and Organizing Effectively handle multiple demands and competing deadlines. Effectively plan work according to organizational needs by defining objectives and anticipating needs and priorities. Identify goals, develop plans, estimate time frames and monitor progress. Delivering Results Maintains a high level of commitment to get things done, is dependable and responsible. Takes responsibility for achieving outcomes and works effectively with little direction. Problem Solving Creative, adaptive and resilient with a sense of urgency. Generates viable solutions that consider many sources of information, public interest and necessary policies and regulations in response to difficult issues, problems or complaints. Solve challenging problems through careful and systematic evaluation of information, possible alternatives and consequences. Note: Above duties and responsibilities are representative of a typical position and are not to be construed as all inclusive. Contacts: The position will have direct contact with: Internal: CAO, Mayor and members of Council and Committees, Directors, Managers, City staff and Municipal Enterprises. External: Wide range of community members, residents and stakeholders including, but not limited to: Federal and Provincial officials, regional agency leadership and staff members, local business representatives, members of local boards, senior officers, consultants, contractors, solicitors and the general public. Education/Specialized Training/Skills: A minimum of a two (2) year Community College Diploma in Public Relations, Communications, Business Marketing, Journalism or a related field. Experience leading and creating internal and external written communications, messaging and materials for use across a variety of print and digital platforms. Experience using social media platforms in a corporate, political or related setting. Strong computer skills including Google Workspace, Microsoft Word, Excel, PowerPoint, Dayforce, (or other similar software programs) email and internet. Highly developed sense of professionalism, tact and diplomacy. Must demonstrate respect for confidential and sensitive issues. Demonstrated telephone and public relations skills. Strong written and verbal communications. Ability to adapt to changing needs and priorities. Demonstrated ethical behaviour and adherence to business policies and practices. Demonstrated commitment to learning and overall professional development. Strong and effective analytical, strategic, critical thinking and problem solving abilities with the ability to research and formulate solutions. Required to obtain and maintain a satisfactory criminal record check. A valid Class G Driver's Licence and a safe driving record in good standing, satisfactory to the employer. Nice to have: Although not required, the following would be considered an asset to the position. The ability to communicate in both English and French. Previous experience creating photography or videography content for digital platforms in a corporate, political or related setting. Work Experience: A minimum of two (2) years of experience in a communications or related field. Nice to have: Although not required, the following would be considered an asset to the position. Supervision: The position has no direct supervisory responsibility. Work in an office environment on a regular basis. Regular requirement for extended hours for evening meetings, etc. May be required to work evenings, weekends and respond outside of normal working hours as required. Attend evening Council and/or Committee meetings when required. Travel outside the municipal boundaries will be required on occasion. Personal information and any supporting material are collected and administered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).We thank all applicants who apply but advise that only those selected for an interview will be contacted.The City of Quinte West is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please contact the Human Resources Department at 613-392-2841 ext. 1106 orhr@quintewest.cato ensure your accessibility needs are accommodated throughout this process.Applicants will be required to consent to the completion of a criminal reference check and the completion of a driver's abstract, if deemed a requirement of the position. 7 Creswell Dr, Trenton, ON K8V 6S7, Canada

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