Conditions of Employment - Council Staff Members

The Corporate Services Committee recommends that:

(1)the job description for Constituency Assistants outlined in Appendix 2 embodied in the report (May 7, 1999) from the Executive Director of Human Resources be adopted;

(2)the job description for Executive Assistants embodied in this Clause, headed "Revised Job Description for Executive Assistants", as amended by the Corporate Services Committee be adopted;

(3)the Executive Director of Human Resources be requested to submit a report to the next meeting of the Administration Committee on the results of the job evaluation for the positions of Constituency Assistants and Executive Assistants;

(4)the job description for the new position of Councillor's Assistant outlined in Appendix3 embodied in the aforementioned report, and the proposed salary range relating thereto be received; and

(5)the Executive Director of Human Resources be requested to submit a report, in two months' time, to the Administration Committee with respect to job descriptions, job evaluations and salary levels of the Administrative Assistants and Clerical Assistants, after consultation with Members of Council, relevant staff , unions and COTAPSAI.

The Corporate Services Committee reports, for the information of Council, having requested the Executive Director of Human Resources to submit a report to the Administration Committee:

(i)respecting staff members in the Councillors' offices who are over 65 years of age and are not receiving benefits with a view to treating them the same as the other Councillors' employees in terms of benefits; and

(ii)providing a breakdown of the difference between the "Hay" proposal for job evaluations of the former City of Toronto and what the City now has in place.

The Corporate Services Committee submits the following report (May7, 1999) from the Executive Director of Human Resources:

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:

It is recommended that:

(1)the job descriptions for Executive Assistant and Constituency Assistant to Members of Council be adopted;

(2)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)the salary range for these positions be set at $42,200 to $52,300;

(4)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)funding for salary reviews for council staff members be derived from the corporate contingency account for 1999;

(6)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; and

(7)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 Appendix 1 and Appendix 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 Appendix 3. It is recommended that new employees hired by Councillors be hired under this new job description and title.

(2)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

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"Revised Job Description for Executive Assistants",

as Amended by the Corporate Services Committee

(1)Assumes primary responsibility for the management of general operations of the Councillor's office. Includes ensuring that the Councillor is relieved of all administrative detail as it relates to the day-to-day running of the office if delegated by the Councillor.

(2)Ensures that other Members of the Councillor's staff are completing, to the Councillor's satisfaction duties required of them; that the EA's hires, trains and supervises Members of the Council staff or assist in those projects if delegated by the Councillor.

(3)Ensures that constituent related concerns, problems, and inquiries are resolved either personally or through delegation to another member of the Councillor's staff or to appropriate City staff. Assists the Councillor and Councillor's staff in handling inquiries, concerns, and complaints from constituents and the public. Provides constituency outreach, strategic planning and monitoring of current issues if delegated by the Councillor.

(4)Monitors and maintains records on Committee recommendations and Council decisions regarding matters of interest to the Councillor and his/her constituents. Pays special attention to those matters of importance to the Councillor and problematic issues.

(5)Reviews, analyses and makes recommendations to Councillor on content and appropriateness of reports by City staff. Reviews and analyses agendas for Council, Committees, Task Forces, Agencies, Boards and Commissions, identifying items that will affect the Councillor and his/her constituents. Recommends and initiates necessary action to respond to these matters.

(6)Undertakes research and analysis for the Councillor with respect to policy matters and departmental initiatives. Reviews and analyses agendas for Council, Committees, Task Forces, Agencies, Boards and Commissions. Researches, initiates, assists with formulation and discusses feasible policy options with appropriate City staff for recommendations to appropriate Council Committees, Task Forces, Boards and Agencies.

(7)Prepares motions on behalf of the Councillor for Council, committees, Agencies, Boards and Commissions, as it pertains to issues of interest to the Councillor and his/her constituents.

(8)Ensures that records are maintained and follows up on requests and inquiries made by the Councillor to City Staff.

(9)Provides advice and comment to City staff on matters of interest to the Councillor and his/her constituents.

(10)Liaises between the Councillor, the Mayor, and other Members of Council and his/her staff, as well as the various Commissioners, directors, managers and other City staff with respect to corporate initiatives, operational issues, and issues affecting the Councillor and his/her constituents.

(11)Answers inquiries and provides and explains Councillor's position on issues to City staff, members of the public and the media, if delegated by the Councillor.

(12)Anticipates and initiates responses for the Councillor. Reviews correspondence of importance with Councillor, advises on or determines the course of action if required, and organizes replies for signature where appropriate. Arranges and delegates for preparation of responses by appropriate staff as required. May be required to sign on behalf of the Councillor if delegated by the Councillor.

(13)Prepares and co-ordinates general presentation material and speeches for the Councillor when necessary.

(14)Prepares articles, columns, and letters to the editor for local and mainstream print media.

(15)Maintains a thorough and continuous awareness of corporate initiatives and Council policies in order to keep the Councillor and his/her constituents informed and up-to-date on issues.

(16)Ensures the Councillor is prepared with the required briefing material for meetings of Council, Committees and other meetings.

(17)Liaises with other Councillors for support on issues of importance as required.

(18)Monitors the Councillor's office budget and ensures that expenditures are controlled and maintained within approved limits. May be required to approve expenditures if delegated by the Councillor.

(19)Undertakes or delegates special assignments as required by the Councillor.

(20)Assists in organizing and publicizing community meetings.

(21)Represents the Councillor at meetings with City staff, constituents, community organizations and associations, and special event functions. Communicates the Councillors' position and obtains support for that position at these meetings if necessary. Also accompanies the Councillor to required meetings providing assistance and advice.

(22)Maintains sound awareness of local and city-wide municipal matters, and other matters affecting the municipality, which affect the Councillor and his/her constituents.

(23)Maintains confidentiality on issues involved in the executive function and matters of confidentiality relating to issues of importance to the Councillor and his/her constituents.

(24)Develops and ensures maintenance of Councillor's contacts either by way of electronic database or other means. May be required to develop and maintain Councillor's profile by way of web page development and maintenance and development of constituency newsletters.

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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 analyses 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.

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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.

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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 analyses 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.

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The Corporate Services Committee submits the following communication (May 20, 1999) from Councillor Pam McConnell, Don River:

I have reviewed the job description for Executive Assistants produced by staff for today's agenda. I want to assure you that it is not an adequate description of the work done by the Executive Assistant in my office.

My Executive Assistant is routinely involved in the hiring, firing, discipline direction and co-ordination of staff in my office. He is also responsible for the management of students and volunteers in my office. At times, my Executive Assistant is co-ordinating eight people doing work in my office.

My Executive Assistant is also routinely involved in the development of policy. I would never suggest that political staff are or should be the major source of policy for the City. However, it is a fact that I propose policy to Council and Committee and that policy is developed by myself and my staff and it is inaccurate to suggest that my staff do not develop policy.

It has always been my assumption that job descriptions should accurately describe the job that is being done. If that is the case, then any job description that applies to my Executive Assistant should include hiring, firing, co-ordination and supervision of staff, as well as policy development.

Thank you for your consideration in this matter.

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The following persons appeared before the Corporate Services Committee in connection with the foregoing matter:

-Mr. David Neil, President, City of Toronto Administrative, Professional, Supervisory Association Inc. (COTAPSAI);

-Ms. Anne Dubas, President, CUPE Local 79;

-Councillor Michael Prue, East York; and

-Councillor Frances Nunziata, York Humber.

(Councillor Kelly declared his interest in the foregoing matter, in that his wife is employed by the City of Toronto as his Executive Assistant.)

(Councillor Mahood declared his interest in the foregoing matter, in that his daughter is employed by the City of Toronto as his Administrative Assistant.)