Job Description

• Amendment Date: 06/02/2026 12:55 PM
  
  Job ID: 58603
  Job Category:
  Division & Section: City Clerk's, City Clerk's Strat Protocol & Ext Rel
  Work Location: City Hall, 100 Queen St. W, Toronto, ON M5H 2N2, option for hybrid work
  Note: Events can take place through the City of Toronto
  Job Type & Duration: 1 Full-Time, Temporary (12 Month) Vacancy
  Salary Range: $73,495.00 - $96,567.00
  Ideal Hiring Zone: $80,779.00 - $87,582.00
  Shift Information: Monday to Friday, 35 hours per week, evening and weekend work required for events
  Affiliation: Non-Union
  Number of Positions Open: 1
  Posting Period: 13-Feb-2026 to 27-Feb-2026

Reporting to the Deputy Chief of Protocol, the successful candidate will develop clear, compelling written content including official correspondence, congratulatory and ceremonial documents as part of the successful delivery of the City of Toronto’s Ceremonial Documents program. The successful candidate will have demonstrated political acuity and proven experience working in a fast paced, dynamic work environment with considerable experience researching, writing and editing, all of which will be used to produce a wide variety of documents and written correspondence on behalf of the City of Toronto, the Mayor and Members of Toronto City Council.

Major Responsibilities:

• Researches, writes and edits well written correspondence and ceremonial documents for the Mayor, Toronto City Council and the City of Toronto.
• Conducts extensive research and analysis into assigned areas to support the delivery of the ceremonial documents program.
• Researching and understanding current affairs, corporate policies and practices, legislation and initiatives by all orders of government.
• Implements detailed plans and recommends policies/procedures regarding program specific requirements.
• Supports research and data as it relates to Commemorative Days and Observances as observed by all orders of government.
• Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Ensures timely and effective production of all required program reports, statements, and maintenance of appropriate records.
• Leads assigned projects related to operational support activities within the division, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
• Coordinates and provides support on activities related implementation of policies/programs.
• Coordinates the preparation of Proposals, (RF, RFQ, RFI), the evaluation process, and vendor performance reviews. Liaises with Purchasing & Materials Management and Legal during procurement for selected divisional contracts such as standing offers.
• Identifies, analyzes, rationalizes, and optimizes business processes, policies, procedures, systems applications, inputs and outputs, program operations and functions at a detailed level.
• Updates respective websites as required; writing copy and website upkeep according to City of Toronto standards.
• Makes recommendations to senior divisional management regarding service optimization and business process simplifications that could result in alternate service delivery/contracting out, resource allocation.
• Prepares strategies, work plans, project documents, proposals, council reports and presentations.
• Prepares, organizes, and presents business cases, proposals, solutions, statistical reports and project documents and statements to various audiences.
• Assists in the development and maintenance of standards and specifications for program and operational systems for the Division.
• Liaises with other Divisions, internal, and external partners.
• Develops and maintains templates for statistics, data collection and divisional forms.
• Reviews system of internal control and checks work, inventory, supplies, and storage.
• Leads and/or participates in user acceptance testing of new or enhanced systems.
• Recommends, implements, and practices security, privacy, and quality assurance requirements consistent with MFIPPA and corporate standards regarding storage and processing of confidential corporate and application data and information inputs and outputs
• Provides project support as required for all protocol functions and programs as required.
• Prepares strategies, work plans, briefing notes, requests for proposals, budgets, council reports, data analysis and presentations.
• Liaises with other divisions, departments, residents, elected officials, internal stakeholders, and external partners and other orders of government.
• Assists in the development, implementation and maintenance of standards and specifications for program and operational systems.
• Prepares Letters for diplomats based on standards with correct protocol and reflective of current developments and protocol
• Performs other related duties, as assigned.
  
  

Key Qualifications:

1. Post-secondary education in a discipline pertinent to the job function, combined with relevant experience or equivalent combination of education and experience.
2. Considerable experience with written communications; preferably in the area of community affairs, government relations, and/or public relations
3. Excellent intrapersonal skills, with experience working with a diverse range of stakeholders including elected officials, senior officials, community representatives and members of the public.
4. Understanding of the City’s commitments towards reconciliation with Understanding of City's commitments towards reconciliation with Indigenous communities and equity deserving groups (i.e. Black, racialized and 2SLGBTQ+ communities)
5. Strong problem solving, multi-tasking & organizational skills with an ability to manage multiple priorities within tight time constraints.
6. Experience in project co-ordination addressing a range of operational issues in a customer service environment
7. Experience in researching, developing/writing reports, and preparing correspondence for the consideration of senior management and external stakeholders.
8. Experience managing a high volume of information and interactions in a dynamic operation.
9. Strong attention to detail and thoroughness
10. Experience with budget preparation and tracking for respective projects.
11. Excellent verbal and written communication skills with the ability to communicate clearly and effectively to a variety of audiences.
12. Demonstrated ability to work independently and cooperatively and use discretion when managing sensitive information.
13. Demonstrated ability to organize and manage document systems and spreadsheets, including reviewing, compiling, analyzing, and reporting information.
14. Proficiency in the use of current office and workplace technology and other computer applications relevant to the position, such as JIRA, Microsoft Excel, Word, PowerPoint, Outlook, SAP, Adobe, and web-based collaboration tools
15. Knowledge of relevant corporate and external bylaws, policies, guidelines, and procedures, such as AODA, Human Rights Code, and Occupational Health and Safety Act.

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