Salary band
$45,200 - $56,800
FCM Programs
Bilingualism (English and French) is essential
Contract until September 2024
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The Federation of Canadian Municipalities (FCM) has been the national voice of municipal government since 1901. FCM is dedicated to improving the quality of life in all communities by promoting strong, effective, and accountable municipal government. FCM aspires to be an organization that is deeply respectful, collaborative, empowering and transparent in our work. We have a commitment and passion for strengthening Canada by achieving results for our communities, our cities, and our workplace, and by sharing our knowledge and experience on the world stage, so that others may improve the quality of life in their communities.

The cornerstone FCM Program is the Green Municipal Fund™ (GMF), a $1 billion permanent endowment from the Government of Canada. GMF helps local governments switch to sustainable practices faster. Our unique mix of funding, resources and training gives municipalities the tools they need to build resiliency — and create better lives for Canadians.  As a leading catalyst for innovation, GMF offers funding (loans and grants) and knowledge 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.  You can find out more about how we’re helping municipalities in this short video or by taking a read of GMF’s Annual Report.

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 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 filing and updates database.
  • Contributes to process improvements in funding workflow and to funding documents and tools.
  • Responsible for developing and revising the procedures manual and correspondence templates.
  • 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.
  • 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, environmental studies or a related discipline.
  • A minimum of three years’ work experience in a related administrative field.
  • Strong knowledge of business support processes and tools (including project management), 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 tight deadlines.
  • Strong attention to detail and accuracy.
  • Strong verbal and written communication skills.

Language Requirements

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


The benefits to joining the FCM team include summer hours (Fridays off between July 1st 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. FCM encourages flexible work arrangements to support the wellbeing and productivity of employees.

The Federation of Canadian Municipalities is committed to fostering an organizational culture that embraces equity, diversity, inclusion and belonging, where individuals from diverse racial and ethnic identities, nationalities, social economic status, sexual orientation, gender identity/expression and physical and mental abilities can thrive and be fully engaged at their best level.

FCM welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.

The future of work at FCM includes a hybrid work model; therefore, this role will be a combination of virtual and on-site work. The successful candidate is required live in and be authorized to work in Canada. They are also required to be able to work from home/remotely, from within Canada.  All in-office work and in-person meetings for work that take place inside and/or outside of the offices located in Ottawa will be subject to FCM’s Safe Workplace Vaccination Policy, as well as its health and safety procedures.

It is a mandatory condition of employment at FCM that the successful candidate be fully vaccinated against COVID-19 with vaccines that have been approved by the Government of Canada at least 14 days prior to their start date and will be required to provide proof.  If accommodation is required in relation to this condition of employment for any reason pursuant to the Ontario Human Rights Code, please contact us at directly.

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.






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