Council and Committee Assistant

The City of Guelph is a vibrant community with over 120,000 people located in the heart of Southern Ontario, just one hours driving distance from Toronto.  Set in a picturesque natural setting, Guelph is known for its rich architectural heritage, growing economy and excellent quality of life – all good reasons to consider a career in this beautiful city.

Job summary

Resumes are being accepted for the position of Council and Committee Assistant within the City Clerk’s Office. Reporting to the Manager, Legislative Services/Deputy City Clerk with in-direct reporting to the Secretary-Treasurer for the Committee of Adjustment, the successful candidate will provide support to all aspects of the City of Guelph Committee of Adjustment. Guided by the goals and objectives of the City’s Strategic Plan and committed to the Corporate Values of integrity, service, inclusion, wellness and learning, the candidate will aid in the achievement of the Vision for an inclusive, connected and prosperous city.


  • With respect to Committee of Adjustment applications pursuant to the Planning Act, in coordination with the Secretary-Treasurer:
  • consult with applicants prior to the submission of consent and minor variance applications
  • intake and review applications for completeness and collect appropriate fees
  • prepare and distribute agendas and fulfil statutory notice provisions for the circulation of applications, including producing maps, mailing lists and labels, and posting documents on the City’s website
  • track applications and work with departmental staff and outside agencies to ensure the timely submission of Committee of Adjustment comments and required materials
  • attend Committee of Adjustment hearings to support the Secretary-Treasurer and members of the Committee of Adjustment
  • disseminate decisions in accordance with Planning Act provisions and regulations
  • create and maintain Committee of Adjustment files and records (hard copy and computer database)
  • respond to email, telephone and counter inquiries respecting all Committee of Adjustment matters
  • provide support and back up to the Secretary-Treasurer related to administrative duties, including the clearance of conditions and assembly of required documentation related to appeals of Committee of Adjustment decisions
  • adhere to the Planning Act, applicable Ontario Regulations and other pertinent acts in administering the quasi-judicial Committee of Adjustment function in the absence of the Secretary-Treasurer
  • conduct research and prepare reports and policies related to a wide variety of City Council and Committee of Adjustment processes
  • assist the Council and Committee Coordinators to fulfil all statutory requirements related to the City Council meeting management process from the preparation of draft materials to the production of final and consolidated agendas
  • interface with staff and the public with respect to Committee of Adjustment and City Council business and manage/support the distribution of correspondence relating to City Council and Committee of Adjustment decisions
  • serve as a support to other departmental and corporate functions and duties as required


  • Experience related to the duties listed above, normally acquired through the completion of a university degree in public administration, political science, land-use planning or a related discipline and experience providing administrative support such as preparing agendas and supporting meetings. Candidates with equivalent combinations of education and experience may be considered.
  • Strong organizational skills as a self-starter with the ability to work both independently and as part of a team.
  • Ability to work well under pressure, complete multiple assignments and function effectively in a high volume workplace with multiple deadlines necessitating a high degree of accuracy and attention to detail.
  • Proven ability to exercise discretion, good judgement, diplomacy and confidentiality.
  • Excellent communication and customer service skills (oral and written) with the ability to communicate effectively with members of City Council, the Committee of Adjustment, staff and Guelph residents.
  • Intermediate skills in Microsoft Office (Word, Excel, Outlook and PowerPoint).
  • Working knowledge of the Planning Act and applicable Ontario Regulations relative to Committee of Adjustment, including minor variance and consent applications, appeal processes, circulation and notice requirements and related procedural matters.
  • Ability to deliver on a work plan comprised of day-to-day tasks as well as projects related to strategic corporate and departmental work.
  • Experience working with AMANDA software is considered an asset.
  • Experience working to support legislative or other decision making bodies is considered an asset.


$29.958 to $37.448 per hour

How to apply

Qualified applicants are invited to apply using our online application system by Friday November 15, 2019. Please note all applicants must complete the online questionnaire specific to this position at the time they submit their resume and cover letter in order to be considered. Proof of qualifications will be requested at the interview stage.

Please click on the “Apply for this job” button. Instructions will follow.

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The City of Guelph is an equal opportunity employer which values diversity in the workplace. We are therefore happy to accommodate any individual needs in keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If you require an accommodation in order to participate in the hiring process, please contact us to make your needs known in advance.

Personal information collected through the recruitment process will be used solely to determine eligibility for employment. We thank all candidates in advance; however, only those being considered for an interview will be contacted.