Communications Officer, Mayor and Chief Administrative Officer Save job Remove saved job

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.

Assist Executive Coordinator

• 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.

Additional Responsibilities:

• 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.
• 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.
• 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.

• 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.
• 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.

Education/Specialized Training/Skills:

The position will require:

• 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.

Work Experience:

• A minimum of two (2) years of experience in a communications or related field.

Remuneration: 2024 Non-Union Salary Grid Band 6 – $71,501.56 to $77,719.23 annually.

Qualified applicants are invited to apply online with their resume by 11:59 pm on April 30, 2024. They may also visit the City of Quinte West website at www.quintewest.ca for more information.

We thank all applicants for their interest and advise that only those candidates selected for an interview will be contacted.  Personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act and is used to determine eligibility for potential employment. 

In accordance with the Accessibility for Ontarians with Disabilities Act, the City of Quinte West is pleased to accommodate the individual needs of applicants with disabilities within the recruitment process. Please call 613-392-2841 x1106 or email hr@quintewest.ca if you require an accommodation to ensure your participation in the recruitment and selection 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.