Communications Specialist (Community Services) at Region of Waterloo

Communications Specialist (Community Services)

Job Number: 3663
Job Type: Full-Time
Location: 99 Regina St S - Public Health & Community Serv
Job Category: Communications
Number of Positions: 1
Department: Communications
Division: Community Services
Hours of Work: 35
Union: Management/Management Support
Grade: Management/Management Support Grade 04
Salary Range: $76,694.80 - $95,859.40
About Us!
The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity
Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051.


Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community
The Role Advises departmental management on communications best practices, Develops and implements internal and external communications strategies. Coordinates key messages and initiatives across the Department. Acts as website content manager. Trains all levels of departmental staff in same Duties/Responsibilities

• Assigns work to administrative assistants reporting to other management staff. Leads the department’s communications committee, and trains departmental staff in communications techniques, approaches, messaging, and best practice.
• Develops and implements standardized communication approaches/strategies for the Department, in consultation with the departmental leadership team (DLT) and corporate communications staff. Provides advice to staff on communications best practices and standards for print material, media releases, social media, and citizen engagement/education through targeted messaging.
• Works with senior management to develop key messages for the Department and its programs. Reviews and approves messaging created by management prior to release, provides advice (including clear language assessments), and identifies and refers sensitive issues to the Commissioner as required. Is the departmental liaison with corporate communications staff and the corporate call centre.
• Facilitates planning sessions to assist management to develop communications plans for programs and projects (e.g., departmental events and initiatives, policy/procedure changes), ensuring communications strategies and key messages are included in same. Supports messaging for business and client service integration initiatives.
• Responds to urgent and emerging communications-related issues (e.g., social media posts, complaints). Works with senior leadership and corporate communications to develop individualized responses.
• Develops and maintains working relationships with media contacts in the community. Participates in internal and external working groups to provide communications-related support for projects, strategies, and initiatives. Represents the Department on corporate projects related to communications activities across the Department. Establishes project plans, determines resource requirements, ensures deadlines/timelines are met, and participates on related committees as required.
• Acts as the departmental resource regarding compliance with corporate policies/procedures, and refers inquiries to corporate contacts as appropriate. Leads the Department’s implementation of corporate initiatives related to communications.
• Provides consultation and advice to community partners and community-based initiatives regarding development and implementation of communications plans.
• Reviews, researches, and recommends changes to departmental communications policies and approval processes. Develops, implements and maintains communication procedures, systems, and protocols for departmental communications.
• Participates in strategic and operational planning, establishing divisional and departmental priorities and identifying program delivery issues or concerns.
• Creates/works with materials containing sensitive labour relations information (e.g., contingency plans).
• Ensures communications-related activities are effective and evidence-based.

Additional Duties/Responsibilities

• Acts as content manager for the Department’s internal and external websites, consulting with corporate communications staff. Develops and maintains information/components of corporate and departmental websites. Reviews and approves web pages. Ensures design consistency, appropriate use of content, images, format, language, and functionality of links. Monitors to ensure materials meet standards and follows up to resolve.
• Recommends and implements social media communications, under the direction and approval of DLT. Develops social media content in consultation with managers.
• Acts as a liaison between corporate communications and staff to connect the Department with corporate communication opportunities (e.g., newsletters, community outreach).
• Leads the departmental communications working group, including drafting agendas, chairing meetings, and developing action plans. Leads the development and implementation of the departmental annual communications plan, based on direction from DLT. Coordinates development of the Department’s annual report.
• Identifies opportunities to integrate communications across the Department, and assists to develop communications for same.
• Develops, implements, and conducts staff training sessions regarding communications, social media, and media best practices.
• Produces/ arranges production, and distributes promotional materials, videos, and other media for the Department, advising management on key messages, format, consistency, and efficiencies.
• Manages a communications budget. Selects, purchases, distributes, and ensures the security of departmental promotional items. Authorizes purchase and cheque requisitions.
• Performs related duties as required.

Knowledge, Skills, and Abilities

• Knowledge of communications techniques, strategies, systems and processes; social marketing; public communications; public speaking, media relations; conceptual design; Canadian Press Standards; and clear language principles, normally acquired through a 3-year university degree/college diploma in a related field (e.g., communications, public relations) plus progressively responsible related experience.
• Knowledge of and ability to follow policies, procedures, corporate communications standards, and related legislation (e.g., privacy, accessibility).
• Knowledge of the Department, its organizational structure, programs and services, and related legislation.
• Analytical, research, and organizational skills to coordinate projects; apply standards and policies to own and others’ work; and work independently or on a team to complete projects and manage competing demands.
• Communication and presentation skills to respond to inquiries and requests, sometimes involving politically sensitive issues; provide advice/training to staff regarding communications; influence others to comply with corporate and departmental communications standards; and participate as an effective team member.
• Ability to develop buy-in to influence behaviour change; educate internal and external stakeholders; and promote the department's initiatives, services, and programs to a diverse clientele.
• Ability to write and edit news releases, newspaper and magazine articles, letters, and brochures, using creative and interpretive writing skills; and develop and modify communications according to audience. Ability to read, interpret, and summarize media accounts, newsletters, journals, training manuals, reports, and legislation.
• Computer skills with ability to use software such as Microsoft Office; web development and desktop publishing tools; and social media.
• Ability to travel within and occasionally outside Waterloo Region.
• Ability to support and demonstrate the Region’s values.

Region of Waterloo is committed to building a workforce through fair, equitable, and accessible hiring practices that allow us to hire qualified staff who reflect the diversity of the community we serve and to promote a respectful, inclusive, and equitable workplace.

We invite all interested individuals to apply and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to:

• First Nations, Métis and Inuit peoples, and all other Indigenous peoples;
• members of groups that commonly experience discrimination due to race, ancestry, colour, religion and/or spiritual beliefs, or place of origin;
• persons with visible and/or invisible (physical and/or mental) disabilities;
• persons who identify as women; and persons of marginalized sexual orientations, gender identities, and gender expressions

For questions or to request accommodations during your recruitment, onboarding or employment, please contact [email protected], or by calling our Service First Contact Centre at phone number (519) 575-4400.

Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular)