Manager, Legislative Services

City of Vernon•Fergus Falls, MN

About The Position

Reporting to the Director, Corporate Services, this position provides assistance directing the operations of the Legislative Services department by overseeing administrative detail, supervising staff, and providing information, assistance, and guidance to internal and external customers. This position performs a variety of statutory tasks and has responsibilities in accordance with legislation. This position will be appointed as the Corporate or Deputy Corporate Officer.

Requirements

University degree in Public Administration, Business Administration or a related field.
Certificate in Local Government Administration.
7 years related experience, including three (3) years in a management supervisory role in local government with sufficient professional qualifications to qualify for a Certificate in local government statutory administration.
Experience managing and implementing municipal software as it relates to legislative services.
Knowledge of Electronic Document and Records Management Systems.
Demonstrated proficiency with the Community Charter, Local Government Act and the Freedom of Information and Protection of Privacy Act (FOIPPA) and Regulations.
Extensive computer skills to provide support through innovation, collaboration and advancement of technology as they relate to Corporate Services.
Strong communication skills, written and verbal, with the ability to cultivate professional working relationships with Council, municipal staff, and the public.
Political acumen.
Maintains confidentiality.
Manages competing priorities, work under pressure and meet tight deadlines.
Ability to work flexible hours including evenings and weekends.
Ability to work with minimal supervision.
Ability to research and provide diverse information to Council, staff and the public.

Nice To Haves

Certified Municipal Clerk Designation or other Local Government related certification, is desirable.
An equivalent combination of education and experience may be considered.

Responsibilities

Assists the Director, Corporate Services with the implementation of Division Goals and Council Strategic Plan initiatives.
Prepares and compiles a variety of correspondence, documents, and research.
Liaises and supports Information Services to provide technical support for Corporate Services technology requirements.
Oversees the Legislative Services Budget and assists Director with other budget responsibilities as directed.
Ensures Statutory Compliance: Responsible for preparation of Council Meeting Agendas and Minutes.
Reviews Council reports and memorandums to ensure accuracy and completeness prior to inclusion on the agenda.
Prepares the agenda for Regular and In-camera Council Meetings in consultation with the Director and Chief Administrative Officer.
Provides procedural advice at in-camera and open Council and public hearing meetings to the Mayor and members of Council.
Ensures Council meeting minutes are taken and distributed and that Council direction is communicated to applicable staff.
Ensures tracking and follow-up of all outstanding Council directives and development initiatives is undertaken.
Responsible for preparation and filing of in-camera excerpts.
Assists with the management of Council correspondence and distribution of information.
Manages the Corporate Records Management System: Reviews, and recommends retention periods and manages document destruction.
Oversees development, maintenance and enhancements of the electronic records management system.
In conjunction with Information Services, reviews and provides recommendations regarding access and security of corporate records.
Provides training and support to staff on accessing records and best practices for retention of records.
Reviews and recommends technology advancements for access to records for staff and the public with an accessibility focus.
Audits corporate records to ensure compliance with retention schedules and best practices.
Technology entrepreneur for Corporate Services: Liaises with the Information Services department to bridge technology changes with corporate risk management and regulatory compliance.
Collaborates with staff to determine what the corporate needs are for legislative services support.
Researches and implements advancements with current and new software technology that meets the corporate needs, while mitigating risk through adherence to legislation and best practices.
Prepares policy and / or procedures for legislative services and assists Information Services with same.
Prepares and Interprets Bylaws, Policies and Procedures: Researches, prepares, reviews and ensures consistency of bylaws policies and procedures as directed by Council or senior staff while maintaining regulatory compliance.
Explains or interprets bylaws, policies and procedures, to the public, staff and Council.
Reviews draft bylaws prepared by other staff to ensure consistency in format and statutory authority/approval requirements.
As the Corporate or Deputy Corporate Officer, acts as Commissioner for Taking Oaths and Affidavits.
Assists with the processing of freedom of information requests as directed by the Freedom of Information Head.
Conducts Local Government and School Trustee Elections and By-Elections and Referendums as Chief Election Officer or Deputy Chief Election Officer.
Performs other duties as required.
Has signing authority as provided by bylaw and legislation.
Prepares and monitors the Legislative Services Department budget in conjunction with the Director.
Manages ongoing staff performance and conducts performance reviews.
Performs other related duties as assigned.
All persons employed by the City of Vernon will be required to assist the City in providing emergency services. Duties assigned during an emergency may differ from regular duties.