Legislative Services Coordinator

City of Quinte West • Quinte West, ON

1d • CA$73,291 - CA$79,661 • Hybrid

About The Position

The Legislative Services Coordinator is responsible for providing accurate, technical, and timely secretariat support for City Council meetings and various boards and committee meetings. This position coordinates and provides support to the legislative services division, assisting with the statutory functions of Legislative Services, such as preparing by-laws, agendas, minutes, assisting with records management, commissioning documents and affidavits, licensing, and acting as an Election Official during municipal elections. This position is a contributing team member responsible for the day to day work and executing operations in line with department approved policies, plans and programs as well as efficiently meeting service standards in the delivery of municipal services.

Requirements

• A minimum of a two (2) year post secondary degree or diploma in Public Administration, Business Administration, Political Science or a related field or an approved equivalent combination of education and experience.
• Sound knowledge of municipal government structure and organizations.
• Demonstrated knowledge of municipal governance and procedures as it relates to Council administration and conduct.
• Demonstrated ability to exercise significant political acuity, discretion and sensitivity when handling confidential/sensitive information and communicating with individuals regarding controversial matters.
• Strong interpersonal skills, with an ability to deal tactfully, courteously, and effectively with Members of Council, staff and members of the public in a professional manner.
• Mature judgement, diplomacy and discretion in the frequent interactions with the public, Board/Committee Members and Members of Council.
• Ability to research, analyze and formulate solutions.
• A highly developed sense of professionalism, tact and diplomacy.
• Demonstrated respect for confidential and sensitive issues.
• Demonstrated customer service and public relations skills.
• Demonstrated ethical behaviour and business practices.
• The ability to work with a diverse group of individuals in a team environment.
• A commitment to providing high quality, cost effective services to the City and the community.
• Strong organizational skills with the ability to prioritize work in a demanding environment.
• Strong computer skills including Google Workspace, Microsoft Word, Excel, PowerPoint, Dayforce (or other similar software programs) email and internet.
• Strong written and verbal communication skills.
• Strong and effective analytical, critical thinking and problem solving abilities.
• The ability to obtain and maintain a satisfactory criminal record check, deemed satisfactory to the employer.
• A minimum of two (2) years of experience in governance, statutory, or administrative functions in a municipal, government, or regulatory setting, or a related field.
• Strong administrative experience, minute taking, and organizational skills, with the ability to work with accuracy and attention to detail.
• Working knowledge and experience with the Municipal Act, 2001, Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Municipal Elections Act, 1996, Municipal Conflict of Interest Act, Accessibility for Ontarians with Disabilities Act (AODA) and other relevant legislation.

Nice To Haves

• Completion of the Municipal Administration Program (MAP) from the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO).
• A valid Class G Driver’s Licence and a safe driving record in good standing, satisfactory to the employer.
• The ability to communicate in both English and French.
• Experience with iCompass or other agenda management software.
• Working knowledge of Robert’s Rules of Order and general parliamentary procedure and decorum.
• Previous municipal experience.

Responsibilities

• Prepare, distribute and publish agendas, reports, by-laws, resolutions, minutes, notices, and follow up materials, including confidential and sensitive material.
• Provide technical and procedural advice to staff, committee and board members.
• Coordinate meeting activities including working with internal and external stakeholders to arrange meetings, delegations, presentation and other council or committee/board activities.
• Provide procedural advice and record minutes for advisory committee or board meetings as required.
• Provide assistance and backup with Division tasks as required, including office administration, research and drafting reports, policies/procedures and legal agreements, preparing licences and permits, records management and filing, and training staff on relevant procedures.
• Respond to enquiries from and liaise with the general public and other levels of government and staff, regarding the operation of the Legislative Services Division.
• Support the Legislative Services Division with special projects as required, and will be a key team member of the municipal elections team, assisting with the coordination and implementation of all aspects of municipal elections.
• Maintain confidential departmental documents.
• Accountable for all statutory duties of the Clerk
• Demonstrate a commitment to learning and overall professional development.
• Follow all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act, other applicable legislation, best practices, City policies and procedures.

Benefits

• OMERS pension plan
• Competitive employer-paid extended health benefits
• Minimum of 3 weeks vacation
• Opportunity to participate in our Flexible Work Program, subject to applicable policies and approvals, which includes: Hybrid work model for eligible positions, Flexible start time for eligible positions, Compressed biweekly work schedule for eligible positions

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree