May 7, 1999
To:Corporate Services Committee
From:Executive Director of Human Resources
SUBJECT:CONDITIONS OF EMPLOYMENT - COUNCIL STAFF MEMBERS
Purpose:
This report responds to Council's request that a review be completed of the job descriptions and salary levels for Executive
Assistants and Constituency Assistants to Members of Council.
Financial Implications:
Funding of the recommended actions can be accommodated in the corporate contingency account in accordance with
direction from the Treasurer.
Recommendations:
1. THAT the job descriptions for Executive Assistant and Constituency Assistant to Members of Council be adopted;
2. THAT the job description for Councillor's Assistant be adopted and be used to hire new employees performing such
duties and responsibilities into the Councillor's Office;
3. THAT the salary range for these positions be set at $42,200 to $52,300;
4. THAT those individuals whose salary is below the minimum of $42,200 be immediately placed at $42,200 retroactive to
January 1, 1998 or their date of hire, whichever is later.
5. That funding for salary reviews for council staff members be derived from the corporate contingency account for 1999.
6. THAT the salary levels for the positions of Executive Assistant, Constituency Assistant and Councillor's Assistant be
reviewed once the complete job evaluation system under the new compensation program is implemented.
7. THAT staff be authorized to take whatever steps necessary to implement the foregoing.
Background/History:
Council, at its meeting of November 25, 26, and 27, 1998 requested that a review of the job descriptions and salary levels
of the Executive Assistants and Constituency Assistants be completed by the end of February 1999. The timing was to be in
parallel with the recommendations of the Compensation Review for Non-Union staff. Although the Compensation Review
will not be before Council until July 1999, the recommendations reflected in this report are consistent with the
recommendations that will be presented in the upcoming report from the consultant.
Comments:
(1)Job Descriptions
Up to date job descriptions were completed for the Executive Assistant (EA) and Constituency Assistant (CA) positions in
consultation with a representative group from these classifications. The recommended job descriptions are appended as
Attachment 1 and Attachment 2.
From the information gathered in this consultation, it became clear that there is a great deal of overlap in the duties and
responsibilities of the EA and CA positions. The degree of overlap varies from office to office. In order to provide
Councillors with optimal flexibility, a third job description has been prepared which combines the two positions. It is titled
"Councillor's Assistant" and is appended as Attachment 3. It is recommended that new employees hired by Councillors be
hired under this new job description and title.
Compensation
Based on the factors contained in the job description, salary levels were reviewed in light of (1) the City's current interim
salary ranges and (2) the ranges that will be proposed to Council by the consultants who are completing the compensation
review.
Given the similarity in the duties and responsibilities between the EA and CA positions, the point factors upon which the
salary level is determined are relatively equal and, thus, the positions fall within the same salary level.
The interim salary range for the two positions and the recommended position of Councillor's Assistant is $42,925
(minimum) to $50,500 (job rate maximum). The upcoming recommendations on the full compensation review from the
external consultant would derive a salary range of $42,200 (minimum) to $52,300 (job rate maximum). Since the
recommendations will be before Council in the next few months on the full compensation review, it is appropriate to use
the latter salary range even if it is in advance of full implementation.
The majority of the Executive Assistants and Constituency Assistants are currently within the recommended salary range
and there would be no upward adjustment in salary as a result of this recommendation. It is recommended that, assuming
Council adopts the recommendations of this report, the salary be adjusted to the new minimum of $42,200 for those
Constituency Assistants whose salary is currently below the minimum of the salary range. Council had previously
determined that any adjustments to the salary levels for these positions would be retroactive to January 1, 1998 or to their
date of hire if it was after January 1, 1998.
It is appropriate to review again these salary levels when the complete job evaluation system is implemented for all
non-union staff.
Conclusion:
This report has recommended job descriptions and salary ranges for Executive Assistants and Constituency Assistants to
Members of Council. It has also recommended that the salary levels be reviewed once the new compensation program is
fully implemented.
Contact:
Brenda Glover
Executive Director of Human Resources
397-9802
Brenda GloverMargaret Rodriques
Executive Director of Human ResourcesCommissioner of Corporate Services
Appendix 1
Job Description:EXECUTIVE ASSISTANT
Major Responsibilities:
1.Monitors and maintains records on Committee recommendations and Council decisions regarding matters of interest to
the Councillor. Attends to those matters of importance to the Councillor and/or problematic issues.
2.Reviews and analyzes agendas and reports for Council committees, boards, task forces, and agencies. Identifies items
that may impact the Councillor and his/her ward. Recommends and initiates necessary action to respond to these matters.
3.Undertakes research and analysis for the Councillor with respect to policy matters and departmental initiatives.
Discusses same with City staff for recommendations to appropriate committees, task forces, boards, and agencies.
4.Prepares motions on behalf of the Councillor for appropriate committees, boards, and agencies as required.
5.Ensures that records are maintained and follows up on requests and inquiries made by the Councillor to City staff.
6.Provides advice and comments to City staff on matters of interest to the Councillor and his/her ward.
7.Provides liaison between the Councillor, the Mayor, and other members of Council and his/her staff, as well as City
staff with respect to corporate initiatives, services, programs and issues affecting the Councillor and his/her ward.
8.Prepares and coordinates general presentation material and/or speeches for the Councillor when necessary.
9.Ensures the Councillor is prepared with the required briefing material for meetings of Council, Committees, and other
meetings.
10.Liaises with other Councillors on issues of importance as directed by Councillor.
11.Monitors the Councillor's office budget and ensures that expenditures are maintained within approved limits. May be
required to approve expenditures.
12.Maintains awareness of ward, community and city-wide municipal matters, and other matters affecting the
municipality, the Councillor and his/her constituents.
13.Maintains confidentiality with respect to issues involving the City and the Councillor, and adheres to the City's
Conflict of Interest Policy.
14.Undertakes special assignments as requested by the Councillor.
Appendix 2
Job Description:CONSTITUENCY ASSISTANT
Major Responsibilities:
1.Provides constituency outreach and strategic planning. Monitors current issues that may have impact on the
constituency.
2.Undertakes research and analysis for the Councillor with respect to policy matters and departmental services/programs
as they relate to constituency/public inquiries and concerns. Discusses same with City staff for appropriate actions and
response. Prepares responses. May be required to sign on behalf of the Councillor.
3.Ensures that inquiries/concerns are addressed and records are maintained. Follows up on requests/inquiries made by the
Councillor to City staff.
4.Provides liaison between the Councillor, the Mayor, and other members of Council and his/her staff, as well as City
staff with respect to corporate initiatives, services, programs and issues affecting the Councillor and his/her constituents.
5.Prepares and coordinates general presentation material and/or speeches for the Councillor when necessary.
6.Ensures the Councillor is prepared with the required briefing material for meetings of Council, Committees, and other
meetings.
7.Develops and ensures maintenance of Councillor's contacts through electronic database or other means. May be
required to set up and maintain Councillor's web page.
8.Prepares, processes printing and distribution of constituency newsletters. Prepares articles, columns, and letters to the
editor for local and mainstream print media.
9.Arranges public meetings, meetings with constituents and other community events. Assists and/or represents the
Councillor at meetings/events.
10.Assists Councillor or represents Councillor at public hearings and appeals (e.g. Committee of Adjustment, Ontario
Municipal Board, Workplace Safety Insurance Board, etc.) acting on behalf of constituents.
11.Monitors the Councillor's office budget and ensures that expenditures are controlled and maintained within approved
limits. May be required to approve office expenditures.
12.Maintains awareness of ward, community and city-wide municipal matters, and other matters affecting the
municipality, the Councillor and his/her constituents.
13.Maintains confidentiality with respect to issues involving the City and the Councillor, and adheres to the City's
Conflict of Interest Policy.
14.Undertakes special assignments as requested by the Councillor.
Appendix 3
Job Description:COUNCILLOR'S ASSISTANT
Major Responsibilities:
The employee in this position may be required to perform some or all of the following:
1.Prepares responses to inquiries, concerns and complaints from constituents and the public. May be required to sign on
behalf of the Councillor. Provides constituency outreach, strategic planning and monitoring of current issues.
2.Ensures that inquiries/concerns are addressed and records are maintained. Follows up on requests/inquiries made by the
Councillor to City Staff.
3.Monitors and maintains records on Committee recommendations and Council decisions regarding matters of interest to
the Councillor and his/her constituents. Attends to those matters of importance to the Councillor and/or problematic issues.
4.Reviews and analyzes agendas and reports for Council committees, boards, task forces, and agencies. Identifies items
that may impact the Councillor and his/her ward. Recommends and initiates necessary action to respond to these matters.
5.Undertakes research and analysis for the Councillor with respect to policy matters and departmental initiatives.
Discusses same with City staff for recommendations to appropriate committees, task forces, boards, and agencies.
6.Prepares motions on behalf of the Councillor for appropriate committees, boards, and agencies as required.
7.Provides advice and comments to City staff on matters of interest to the Councillor and his/her constituents.
8.Provides liaison between the Councillor, the Mayor, and other members of Council and his/her staff, as well as City
staff with respect to corporate initiatives, services, programs and issues affecting the Councillor and his/her constituents.
9.Prepares and coordinates general presentation material and/or speeches for the Councillor when necessary.
10.Ensures the Councillor is prepared with the required briefing material for meetings of Council, Committees, and other
meetings.
11.Liaises with other Councillors on issues of importance as directed by Councillor.
12.Develops and ensures maintenance of Councillor's contacts through electronic database or other means. May be
required to set up and maintain Councillor's web page.
13.Prepares, processes printing and distribution of constituency newsletters. Prepares articles, columns, and letters to the
editor for local and mainstream print media.
14.Arranges public meetings, meetings with constituents and other community events. Assists and/or represents the
Councillor at meetings/events.
15.Assists Councillor or represents Councillor at public hearings and appeals (e.g. Committee of Adjustment, Ontario
Municipal Board, Workplace Safety Insurance Board, etc.) acting on behalf of constituents.
16.Monitors the Councillor's office budget and ensures that expenditures are maintained within approved limits. May be
required to approve office expenditures.
17.Maintains awareness of ward, community and city-wide municipal matters, and other matters affecting the
municipality, the Councillor and his/her constituents.
18.Maintains confidentiality with respect to issues involving the City and the Councillor, and adheres to the City's
Conflict of Interest Policy.
19. Undertakes special assignments as requested by the Councillor.
