The Federation of Canadian Municipalities (FCM) is the national voice of municipal governments, representing the interests of cities and communities with the federal government.

Position:                Project Assistant, Funding Services

Department:          FCM Programs

Classification:       Level 2

Salary Band:          $45,200 - $56,800

Languages:            Bilingualism (English and French) is essential

Background:

The cornerstone of the FCM Programs department is the Green Municipal Fund™ (GMF), a $1.7 billion permanent endowment from the Government of Canada. As a leading catalyst for innovation at the local level, GMF offers funding (loans and grants) and knowledge to local governments and their partners for sustainable municipal initiatives designed to support communities to improve air, water, soil quality and to protect the climate. Through GMF, municipalities have built better transportation assets; constructed efficient and resilient buildings; diverted waste from landfill; made previously unusable land available for development; and improved soil and water quality. GMF also strengthens the capacity of Canadian municipalities to plan and invest in innovative, sustainable infrastructure, thereby saving millions of dollars for taxpayers and creating jobs that contribute to local economies. GMF shares the lessons and expertise gained from these initiatives through skills-enhancement, training and knowledge-sharing activities including case studies, manuals and reports, webinars, the FCM Sustainable Communities Awards and the FCM Sustainable Communities Conference. These activities help other communities replicate the successes of GMF-funded initiatives, multiplying the benefits of those initiatives across the country.

Major Purpose:

Responsible for coordination and administrative support associated with processing of GMF applications, and with preparing and processing GMF contracts and disbursements. This includes managing all electronic and hard copy documentation, monitoring the reception of new applications, corresponding with clients, reviewing information for completeness, tracking documents and deadlines, providing follow up as needed, and monitoring of files through the process with a highly client centric focus. Acts as a focal coordination point between Project Officers, Finance staff and other FCM staff on matters related to GMF funding initiatives.

Key Responsibilities:

• Monitors the reception of new applications. Reviews all applications submitted for completeness, enters data into database and shared drive. Answers enquiries related to the submission of GMF applications.
• Drafts and proofreads memos and documentation for GMF Council, including distribution reports and applications summary sheets.
• Drafts contracts in accordance with pre-established templates and content information supplied by Project Officers and Manager.
• Receives and processes the applicants’ disbursement requests, identifies any problems with invoices or missing information, provides information to Project Officers.
• Types, formats, proofreads and sends correspondence to applicants with pre-established templates.
• Acts as key liaison between Project Officers and other FCM staff related to status of GMF funding initiatives (including Finance, Legal, and Outreach), coordinates input, tracks documents and deadlines and provides follow-up as needed.
• Manages all electronic and hard copy filing (including creating folders for Finance, scanning letters, contracts and reports, archiving, etc.) and updates database.
• Contributes suggestions and written content to support process improvements in funding workflow and to funding documents and tools.
• Responsible for revising and updating the procedures manual and correspondence templates including developing new or revising existing templates to respond to changes in procedures.
• Provides administrative support to the Funding team, which includes coordinating meetings, meeting minutes, tracking documents and deadlines, and providing follow up as needed.
• Verifies, codes, and processes invoices and expense claims. Ensures financial guidelines and any terms of contracts are respected.
• Coordinates translation and production of documents, including liaising with external service providers, communicating timelines and following-up as required.
• Coordinates travel arrangements for team members.
• Participates as required in cross-functional team project work and meetings for FCM Programs department or in FCM-wide initiatives.
  • Provides back-up support to other Project Assistants, Funding Services, as required.

Knowledge and Experience:

• Post-secondary education specialized in the area of office administration, business administration or a related discipline.
• A minimum of three years’ work experience in a related administrative field.
• Strong knowledge of business support processes and tools, computer business applications (MS Office suite) and database management.
• Familiarity with a Customer relationship Management (CRM) system or Grants Management systems is considered an asset.
• Capacity to take initiative, keep track of documents and timelines and follow-up.
• Proven ability to develop and maintain positive working relationships with external and internal stakeholders.
• Excellent organization skills related to coordinating a large volume of files and variables.
• Ability to prioritize, multi-task and anticipate needs in a fast-paced environment with some tight deadlines.
• Strong attention to detail and accuracy.
• Strong verbal and written communication skills.
• Bilingual (both written and oral) in both official languages (French and English), essential.

Language Requirements:

• Ability to speak, read and write in English and French is essential

The benefits of joining the FCM team include summer hours (Fridays off between July 1^st and Labour Day); office facilities located in the ByWard Market; FCM’s commitment to employee development and a competitive range of employee benefits and services.  Due to the COVID-19 pandemic, FCM is currently under a work from home protocol.   The successful candidate must have the ability to work from home until at least March 2021.

For additional information on this posting, or for further information on FCM, access our website at https://fcm.ca/en .

Visit the careers section of our website to apply. Deadline for applications is January 24, 2021.

We thank all candidates for their interest; however we will only contact those selected for an interview. All the applications will be kept on file for six months following the hiring.