PROJECT COORDINATOR

Job ID: 61865
Job Category: Project Management
Division & Section: City Clerk's, City Clerk's Secretariat
Work Location: City Hall, 100 Queen St W, Toronto
Job Type & Duration: 1 Full-Time, Temporary Vacancy (until March 1, 2027)
Salary Range: $87,800.00 - $116,745.00
Hiring Zone: $92,927.00 - $100,753.00
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 13-Mar-2026 to 27-Mar-2026

The Legislative Information and Standards (LIS) team is one of six teams in the Secretariat unit of the City Clerk’s Office Division.  The LIS team provides operational, policy, systems and training support to key Secretariat service areas, including legislative meeting management services and public appointments. 

Reporting to the Project Manager, City Clerk’s Office, the successful candidate will support and implement a range of projects related to legislative meeting processes and procedures, electronic meetings, report writing, training programs, policy review, and other related areas.  Planned work for the LIS team in 2026 that the Project Coordinator will support includes, but is not limited to, assessing systems for compliance, building a new knowledge base inventory, developing training materials and data standards for system enhancements to meeting management tools.  The Project Coordinator will also play a role on site at key legislative meetings, including City Council meetings to ensure timely publication of information and smooth functionality of video conferencing in meetings.

 Major Responsibilities:

• Implements detailed plans and recommends policies and procedures regarding program specific requirements.
• Conducts research into assigned area ensuring that such research takes into account developments within the field, corporate policies and practices, legislation and initiatives by other levels of government.
• Supervises assigned projects, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
• Makes recommendations to management to support management functions and improve efficiency and effectiveness of service delivery in regard to service optimization and business process simplifications that could result in alternate service delivery, changes in staffing levels, restructuring, and resource allocation.
• Leads staff teams for unique projects, with responsibility for training of those staff
• Coordinates the implementation of new corporate software tools throughout the Unit.
• Assists in the roll out of change management initiatives to support divisional transformation.
• Participates in the development of knowledge-based articles for Secretariat in the City Clerk’s Office.
• Recommends and implements security practices, privacy and quality assurance requirements consistent with MFIPPA and corporate standards regarding storage and processing of records.
• Develops and coordinates the records management storage and file plan for the Unit.
• Liaises with divisional budget, accounting and administrative staff.
• Monitors changes to corporate policies and procedures and determines impact on divisional operations.
• Coordinates and maintains ongoing tracking and follow up on process and directions with Secretariat Management such as process changes and statistics.
• Prepares regular reports with trend analysis to Management Team on various topics including compliance of system user logs, meeting management statistics.
• Coordinates completion of divisional work plans with team members.
• Prepares documents for Management by conducting research, analysis and scrutiny of all applicable materials.
• Acts as a liaison between the division and other divisions across the City, with respect to divisional and operational issues in order to establish, maintain and develop linkages to other divisions, agencies and boards to ensure effective partnerships within the corporation.
• Attends meetings on behalf of the Project Manager, when requested.
• Coordinates and supports the work of divisional and corporate initiatives related to the division.
• Organizes staff retreats, divisional team meetings, events and various communication material as required.
• Makes presentations to senior divisional staff ensuring information on divisional and corporate initiatives and policies is disseminated/understood.
• Provides direction and composes content for the division's website (internal/external), working with Communication staff through design and production.
• Communicates regularly with all operating areas of Secretariat to assist with issues affecting the division, informs Project Manager and provides support to the Manager on issues that require coordination and policy rollout.
• Researches and reports on a range of new projects and initiatives as they arise.
• Develops reports for educational tool kits and resources in accessible and virtual formats.
• Assists in the preparation of various formal contractual documents such as Requests for Information/Proposal/Quotation/Resource/Service (RFx), Statements of Work (SOW), Memoranda of Understanding (MOU) and Service Level Agreements (SLA).

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. Post-secondary education in a discipline pertinent to the job function such as Public Administration, Public Policy, Communications, Business Administration or an equivalent combination of education and experience.
2. Experience in developing and implementing work procedures/systems, training and project coordination for teams whose work is service-oriented and governed by municipal and provincial legislation.
3. Experience with database systems (such as ServiceNow, Jira, SAP and meeting management systems) and statistical summaries, as well as advanced proficiency in word processing, report preparation, and spreadsheet software (e.g., Microsoft Word, Excel, PowerPoint, Outlook, Visio, and Teams).
4. Experience in purchasing activities and procurement processes.
5. Ability to establish effective working relationships with all stakeholders, employees, client divisions, external agencies and/or politicians and other levels of government.
6. Ability to work independently with minimal supervision and to set priorities, plan and execute tasks.
7. 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, and Liquor Licence and Control Act.
8. Ability to work calmly and effectively in a high-volume, high-stress environment with frequent and competing deadlines.
9. Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines, and deal with conflicting priorities.
10. Ability to maintain a high standard of work performance and ensure the completeness of all assigned projects.
11. Ability to communicate effectively both orally and in writing with the public and City staff at all levels of the organization.
12. Excellent customer service and interpersonal skills and ability to foster productive relationship.
13. A thorough awareness of the vision, mission and strategic direction of the City Clerk's Office (CCO) and its services and the unique qualities and responsibilities of working in a political environment with elected officials and stakeholders while ensuring cultural sensitivity.
14. Working knowledge of the Accessibility for Ontarians with Disabilities Act, Ontario Human Rights Code, Occupational Health and Safety Act, and other related legislation.
15. Understanding of the City's commitments towards reconciliation with Indigenous communities and equity deserving groups (e.g., Black, racialized and 2SLGBTQ+ communities) with the ability to embed equity and reconciliation considerations and priorities into program development, performance measurement and evaluation.
16. Ability to travel to various locations and work flexible hours and some evenings as required.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.