Legislative Information and Standards is a team that provides policy, project, training and communication support to the Secretariat Unit. Legislative Information and Standards also houses a team dedicated to the development and sustainment of systems and applications that support Secretariat. Under the direction of the Manager, Legislative Information and Standards the Project Manager will be responsible for planning, overseeing and/or executing projects for City Clerk's Office Secretariat and support daily functions of the Legislative Information and Standards team.

Major Responsibilities:

Develops project plans and manages implementation of projects related to meeting management, report writing, training, systems development and other initiatives in the City Clerk's Office, Secretariat.

Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.

Oversees the day to day operation of all assigned staff including the scheduling, assigning and reviewing of work.

Leads multi-disciplinary project teams and supervises/directs project team members to oversee the delivery of high-quality project management service on Secretariat projects/functions/activities.

Provides leadership in a team environment including implementing technology changes.

Monitors and evaluates staff performance, hears grievances and recommends disciplinary action when necessary.

Prepares and presents project progress reports regularly to the management team and other stakeholders and staff.

Develops, recommends and administers project budgets and ensures that expenditures are controlled and maintained within approved budget limitations. Develops and implements project control systems, procurement oversight, cost evaluation methodologies, and performance evaluation criteria, in accordance with approved corporate policies and guidelines.

Provides professional expertise and project management skills in the development and effective implementation of Secretariat projects and initiatives.

Manages and provides leadership in project development from inception stage to final design, while ensuring accurate application or compliance with all relevant corporate and City Clerk's Office policies and procedures as well as best practices.

Manages issues as they arise within projects and during delivery of projects, and activities, under close scrutiny by the media, public and members of Council with the potential for damaging results, misinterpretation or poor perception. Negotiates and implements innovative solutions to complex project challenges involving multiple stakeholders to achieve assigned objectives.

Researches, monitors and reports on relevant developments and trends and changes to corporate policies and practices, legislation and initiatives by other levels of government; provides analysis, advice and support on confidential and sensitive information affecting City relationships and reputation; assesses resource requirements to support option development and implementation; and proposes improvements to processes and policies.

Develops, coordinates and approves effective communication activities/mediums for all levels of staff in the Division and stakeholders. Communicates any risks and issues; makes recommendation on course of action and ensures management team is apprised of issues impacting the delivery of projects/initiatives and any potential impact on the City Clerk's Office and stakeholders.

Identifies and analyzes current projects, business processes and practices; prepares gap analysis and needs assessments and recommends overall solutions for business initiatives, collaborating with other sections and Divisions on like needs to ensure the most efficient solution. Provides knowledge transfer on business processes and procedures related to new technical solutions, as required.

Maintains a thorough awareness of the vision, mission and strategic directions of Secretariat and the City Clerk's Office and its services and mandate.

Understands the unique qualities and responsibilities of working in a political environment with Elected Officials and with various stakeholders in a positive manner insuring cultural sensitivity.

Represents Secretariat and the City Clerk's Office in meetings with a wide and diverse range of internal and external stakeholders, City Divisions, community groups, sponsors, senior staff, elected officials and other levels of government.

Develops specifications, manages and issues requests for information/proposal/quotations. Reviews, analyses, and awards contracts relating to awards and services on behalf of the section and clients in accordance with City By-laws, procedures and Policies. Manages evaluation and selection processes and contracts with suppliers. Negotiates terms and conditions of contracts. Ensures stakeholder agreements and contractual obligations with vendors, stakeholders and sponsors and ensures that City objectives are met.

Cultivates and retains strategic relationships with clients and stakeholders which may include corporate representatives, media partners, local businesses, politicians and staff, and internal senior level management.

Identifies approaches, concepts and methods of analyzing complex, and sometimes competing issues, and provides expert professional and technical advice as required.

Ensures the quality of work and service meets corporate and Divisional standards and employees are trained to perform work and are in compliance with all legislative regulations that apply, such as Accessibility for Ontarians with Disabilities Act (AODA), Workplace Hazardous Materials Information System (WHMIS), MFIPPA, Records Management and the Occupational Health and Safety Act (OHSA), etc.

Drafts reports to Committee and Council on legislative and administrative matters.

Promotes a corporate understanding of Council’s process and the Clerk's mandate by developing and delivering presentations on the legislative process.

Manages personal and confidential information under City policy and the Municipal Freedom of Information and Protection of Privacy Act.

Manages the City’s official legislative meeting records according to statutory requirements and ensures that data is correct and complete.

Plans and supports the delivery of meeting management services to Council, Committees and Agencies including providing coverage for meetings.

Advises Council and Committee members, City and Agency staff and the public on Council’s meeting procedures, policies, precedents, and legislation.

Contributes to the preparation and distribution of agendas, reports, decisions, minutes, by-laws and correspondence.

Researches and responds to inquiries from elected and appointed officials, the public, staff and media on Council and Committee matters.

Compiles records for City and other tribunals such as the Ontario Municipal Board.

Contributes to the preparation of data related to Councillor and public appointments to Committees and Agencies under legislation and policies.

Contributes to the delivery of marriage licence, burial permit, liquor licence, assessment roll and other front-counter services at the Civic Centre.

Contributes to the municipal election, special projects and work teams.

Works overtime and provides coverage as required.

Key Qualifications:

Considerable experience in project management including managing the project lifecycle from inception to completion (definition of project purpose and objective, project activities, milestones and deliverables, monitoring and tracking progress, communication to stakeholders), for complex large-scale projects.

Considerable experience leading multi-disciplinary project teams along with motivating, leading, training and managing staff, including handling employee and labour relations matters and performance development.

Considerable experience developing training material, user guides and other supporting documents.

Considerable experience with decision making bodies such as governments, boards of directors or not for profit organizations and knowledge about legislation, policy, process and procedure.

Experience in meeting planning and meeting management process (i.e. preparing agendas, providing meeting notice, and accurately recording motions and decisions) planning.

Experience developing project progress reports and preparing and managing project budget and expenditures.

Ability to prioritize multiple projects and set clear directions.

Excellent strategic, analytical and conceptual thinking skills and ability to identify needs and initiate, coordinate and manage the implementation of creative solutions.

Strong negotiation and interpersonal skills to manage complex, sensitive and confidential issues.

Highly developed oral and written communication skills as well as strong facilitation, presentation and public speaking skills.

Advanced knowledge and understanding of municipal by-laws and Provincial legislation governing the decision making process, such as, but not limited to, the City of Toronto Act, the Municipal Conflict of Interest Act and Toronto Municipal Code Chapter 27, Council Procedures, the Marriage Act, Vital Statistics Act, Assessment Act, Liquor Licence Act.

Excellent customer service and interpersonal skills. Ability to manage relationships with City staff, elected and appointed officials, the public and the media, with a sound understanding of the City's administrative and governance structure and processes.

Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Visio and Project)

Must be familiar with Ontario Statutes, including Occupational Health and Safety Act, Municipal Freedom of Information & Protection of Privacy Act (MFIPPA), etc.

Project Management Professional (PMP) Certification would be considered an asset.