Legislative Services Assistant

theregio03•Kitchener, ON

8d•CA$32 - CA$36•Hybrid

About The Position

The Region of Waterloo is seeking a Legislative Services Assistant to provide administrative support for Council, Committee, Board, and Foundation meetings. This role involves preparing schedules, agendas, and related documents, registering delegations, providing audiovisual assistance, and posting and filing information. The position also includes customer service duties for the public, such as front counter service for license renewals/payments and providing information to presenters/delegations regarding Council and Committee protocols. This role is crucial for fulfilling the statutory and by-law delegated responsibilities of the Regional Clerk’s Office.

Requirements

Knowledge of office and administrative procedures, word processing, municipal government administration/structure, and communication skills acquired through a grade 12 education plus 3 years of related experience (or an equivalent combination of higher education and lower experience).
Knowledge of and ability to comply with policies, procedures, and related legislation/standards (e.g., privacy, accessibility).
Working knowledge of the organization/departments.
Ability to exhibit confidentiality and discretion in handling confidential/sensitive material.
Time management, attention to detail, and organizational skills to collect, compile, and organize information; work independently; and meet legislated/time sensitive timelines/deadlines.
Human relations, communication, and customer service skills to respond to inquiries from staff, Council, and the public in a timely, accurate and professional manner; exchange and relay information between staff and the public; determine customer/public needs and provide assistance and information; perform front counter reception; assist individuals attending/presenting in Council Chambers (e.g., protocols, equipment); and participate as an effective team member.
Computer skills with ability to use software such as Microsoft Office; records management systems; website content management; and the Internet.
Ability to operate, maintain, and troubleshoot audiovisual equipment and related software used in Council Chambers (e.g., electronic voting software, microphones, monitors).
Ability to read policies, procedures, legislative requirements, and forms.
Ability to write/draft/prepare correspondence, minutes, reports, agendas, and legal documents.
Must provide an acceptable Police Information Check (Level 2) for bondability.
Ability to work altered hours (including evenings) as part of a regular schedule to attend Council and Committee meetings and other events/meetings with appropriate notice.
Ability to support and demonstrate the Region’s values.

Responsibilities

Registers delegations attending Council and Committee meetings and responds to inquiries/provides information regarding procedures and timelines.
Coordinates the inclusion of additional documents in agendas and other official documents.
Prepares documents to support official summaries of recommendations, resolutions, and schedules for Council, Committees, Board, and Foundation meetings for supervisor review.
Assembles packages, prepares, files, and coordinates printing and distribution of meeting documents according to timelines and corporate standards.
Posts and maintains divisional information and Council and Committee documents/information on the Region’s website, intranet, and document management system, adhering to corporate and accessibility standards.
Organizes and indexes information, including making real-time updates and edits during meetings.
Scans and converts electronic copies of reports, correspondence, and reference material.
Maintains and develops program databases and spreadsheets, including delegations, agreement/contract tracking, advertising requisitions, electronic by-laws, performance measures, conflict of interest, and Advisory Committee appointments.
As records assistant, maintains the Division’s filing system, arranges offsite transfer, and ensures disposal/destruction/retention of files per corporate standards.
Formats, routes for approval, and files new/amended Regional by-laws and correspondence for amendments and appeal packages related to planning/development, including schedules, corporate seal, Regional Chair and Regional Clerk sign-off, per deadlines.
Operates and sets up audiovisual, computer equipment, and hearing devices, and provides technical support/troubleshooting at Council and Committee meetings.
Develops and maintains procedure manuals.
Ensures equipment and supplies in the Council Chamber are maintained in working order, arranging repairs and maintenance with Facilities and ITS staff.
Monitors the use and status of the Council Chamber, including room bookings.
Processes advertising requisitions for departments publishing under the Regional Banner, per management approval, reviewing for completeness and compliance with policy and standards.
Arranges publication with newspapers and publishes on the corporate website.
Maintains office equipment, supplies, and materials, including equipment in the Council Chamber; places, receives, and confirms orders; and monitors expenditures against approved budget limits.
Keeps keys for the Council Chamber and program/storage areas, and unlocks/secures doors as required.
Provides front counter customer service to the public, including processing license application renewals/payments using a point of sale machine.
Locks up the point of sale machine and runs batch reports.
Backs up some duties of the Division Administrative Assistant and Digital Media Producer, such as webcasting.
Performs related duties as assigned.