Council Secretariat & Elections Coordinator

Quinte West; Quinte West; On-site; CAD 55,000 - 75,000; Full time

Job summary

Quinte West is seeking a Legislative Services Coordinator to provide accurate, technical, and timely secretariat support for City Council and board meetings. The role coordinates with the Legislative Services division on by-laws, agendas, minutes, licensing, and election duties.

Strong knowledge of municipal governance, political discretion, and excellent interpersonal skills are required. The position supports policy development, records management, and cross-department collaboration within

Qualifications

• 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.

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.

Skills

Interpersonal skills

Communication

Organizational skills

Analytical thinking

Public service mindset

Education

Two-year post secondary degree or diploma in Public Administration, Business Administration, Political Science or related field

Tools

Google Workspace

Microsoft Word

Excel

PowerPoint

Dayforce

Job description

Quinte West is seeking a Legislative Services Coordinator to provide accurate, technical, and timely secretariat support for City Council and board meetings. The role coordinates with the Legislative Services division on by-laws, agendas, minutes, licensing, and election duties.

Strong knowledge of municipal governance, political discretion, and excellent interpersonal skills are required. The position supports policy development, records management, and cross-department collaboration within