Committee Clerk

Metrolinx is connecting communities across the Greater Golden Horseshoe. Metrolinx operates GO Transit and UP Express, as well as the PRESTO fare payment system. We are also building new and improved rapid transit, including GO Expansion, Light Rail Transit routes, and major expansions to Toronto’s subway system, to get people where they need to go, better, faster and easier. Metrolinx is an agency of the Government of Ontario.

We embody our values in everything that we do. We Serve with Passion, Think Forward, and Play as a Team. If you can relate, we want to hear from you!

The Safety Division is seeking a Committee Clerk that will perform a wide range of planning, coordination, management and administrative duties for the effective and efficient delivery of meetings of the newly formed Metrolinx Safety Certification Committee and Safety Performance Review Committee, and the day-to-day operation, including providing administrative support to management, and coordinating various day-to-day functions, and related projects.

What will I be doing?

• Assists the Director Safety & Systems Assurance, in the coordination, completion and compilation of packages for Committee meetings including but not limited to:
  • tracking meeting and report timelines and materials, liaising with other staff as appropriate;
  • monitoring content of materials for accuracy and consistency
  • finalizing, logging, and distributing meeting materials to all intended recipients
• Sets up and maintains office filing systems, including correspondence, papers, minutes, reports and related administrative records related to Committee meetings.
• Provides dedicated support on Committee meeting preparation and facilitation.
• Supports Committee Members on scheduling and managing meeting calendars, materials and technology, along with new Committee Member on-boarding and access to materials.
• Arranges in-person meetings, conferences, and teleconferences involving multiple internal/external participants, and makes all logistical meeting arrangements. Prepares meeting agendas and distributes related materials.
• Researches data sources (e.g. legislation, briefing/program materials, internet searches) and prepares summary documentation to support departmental projects and initiatives; accesses and reviews corporate systems information to analyze data and compile and produce a variety of statistical and / or qualitative reports.
• Provides administrative support services to a team, some of which may be specialized and unique.
• Acts as the point person for questions raised by team members and solicits the required information.
• Produces documents for various audiences, including bulletins, meeting minutes, letters, policy and technical reports, charts, and presentations using software applications.
• Scans or photocopies incoming correspondence; reviews and prioritizes correspondence based on content and urgency for redirection to appropriate staff.
• Monitors and reconciles budgets for assigned offices, prepares and submits expenses. Conducts procurement activities for the office.
• Manages suppliers for the team; responsible for monitoring and reconciling third party contracts and invoices, reconciles p-card purchases.

• Completion of a post-secondary school diploma in a related discipline such as Business Administration or Office Administration – or a combination of education, training and experience deemed equivalent
• Minimum two (2) years’ experience providing executive support and administrative services in a governance setting or to senior level executives. Legal experience in a law department or a law firm is an asset.
• Knowledge of the principles and practices of standard administrative office procedures (e.g. developing correspondence, meetings agendas and related materials; minute taking; developing presentations; organizing and coordinating meetings, conferences and videoconferences; making travel and meal arrangements; reviewing, prioritizing, and distributing correspondence for response with follow-up, etc.)
• Strong organization skills and the ability to assimilate and handle a large volume of information. Ability to organize/coordinate through a highly detailed and time consuming committee reporting process which requires numerous version controls amongst key internal and often external stakeholders for finalization of Committee reports
• Independence to proactively ensure timely follow up and communicate resolutions. Ability to meet tight deadlines while paying attention to details, ensuring a high standard of quality work. Ability to handle highly confidential and sensitive information.
• Excellent computer skills, MS Office (e.g. Outlook, Word, Excel, PowerPoint) to prepare a broad range of documents for Committee meetings
• Experience operating and maintaining supplies for office machines. Experience with procurement processes to maintain office supplies inventories. Knowledge of budget processes to maintain and reconcile office budgets, track expenses, and create financial reports
• Interpersonal, public relations, and communication skills to develop and distribute correspondence and other meeting materials, take minutes, develop presentations, and provide administrative support

Accommodation:

Accommodation will be provided throughout the hiring process, as required. Applicants must make their needs known in advance.

Application Process:

All applicants must be legally entitled to work in Canada. Metrolinx will be using email to communicate with you for all job competitions. It is your responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence, we recommend that you check your email regularly. If no response is received, we will assume you are no longer interested in pursuing the opportunity. Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any background information provided be misleading, inaccurate or incorrect, Metrolinx reserves the right to discontinue with the consideration of your application.

Metrolinx employees are required to be fully vaccinated against COVID-19 in accordance with Metrolinx’s Mandatory COVID-19 Vaccination Policy as a condition of being eligible for the recruitment process. Proof of COVID-19 vaccination will be required. If you are not able to obtain COVID-19 vaccination for a reason related to a protected ground of discrimination under applicable human rights legislation, you can request accommodation from Metrolinx.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.

AN EQUAL OPPORTUNITY EMPLOYER