Legislative Services Clerk - 15 Month Contract

County of Grande Prairie No. 1; Clairmont; On-site; CAD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a Temporary Legislative Services Clerk to provide high-level administrative support to County departments and Council Members. This role involves preparing agenda packages, taking minutes during meetings, and ensuring all official documents are accurately maintained. The ideal candidate will have a strong background in Office Administration, be proficient in MS Office, and possess excellent communication skills. This contract position offers a competitive hourly rate and the opportunity to contribute to exceptional municipal services in a collaborative environment.

Qualifications

• Post-secondary education in Office Administration or related field.
• 1-2 years of administrative experience in a formal setting.

Responsibilities

• Prepare agenda packages and serve as Recording Secretary for meetings.
• Maintain official documents and manage the municipal bylaw registry.

Skills

Verbal Communication

Written Communication

MS Office Proficiency

Minute-taking

Legislation Interpretation

Education

Post-secondary education in Office Administration

Legal or Public Administration diploma

Tools

MS Office

Website Management Tools

Job description

The Legislative Services Department provides high-level administrative, professional clerical support and results-oriented service to County departments, Council Members, and Senior Leadership. The Legislative Services department ensures the consistency of governmental, technical, and organizational procedures as established by County Council and administration, creating a strong foundation from which to provide exceptional municipal services.

We are currently hiring for one Temporary Legislative Services Clerk (contract position from July 2025 to September 2026). This position plans, organizes and carries out high-level administrative functions for Council and Committees, records and drafts bylaws and policies, and provides legislative functions to all County departments, Council Members, and Senior Leadership. We are looking for an individual who is productive and proactive in nature, to ensure the needs of Councillors, County staff, and residents are met.

This role is responsible for :

• Preparing agenda packages for distribution including collecting, reviewing, and compiling Council agenda items and recommendations from staff.
• Serving as Recording Secretary for Council, Committee of the Whole meetings, Council Committees and other meetings as required, where proceedings and motions are captured in a written record, in accordance with the Municipal Government Act (MGA) and Procedural Bylaw.
• Ensuring minutes, bylaws, policies and official documents of the municipality are maintained in accordance with records management policies and in a fashion that facilitates ease of access to the organization and the public.
• Maintaining Council Chambers and collaborating with Information Services to ensure all audio visual and electronic systems are kept in good working order and troubleshooting electronic devices housed in Council Chambers.
• Managing and updating the municipal bylaw registry as well as policy and procedure manuals to reflect decisions and changes resolved by Council.
• Preparing all types of correspondence, including that of a confidential or sensitive nature on behalf of the County as requested.
• Supporting management of County website (Internet and Intranet) as it pertains to Legislative Services.
• Responding to general inquiries related to the department from Councillors, County Staff and members of the public.
• Assisting with Municipal Elections duties as required.

Qualifications

• Post-secondary education in Office Administration, Legal, Public Administration or other relevant diploma and 1-2 years of related administrative experience.
• An equivalent combination of education, training, and experience may be considered.
• Preference may be given to those applicants with training as a legal secretary, or who have worked in a Municipal environment.
• Experience minute-taking in a formal meeting environment.

Knowledge, Skills and Abilities

• Ability to interpret legislation, bylaws, policies, resolutions, agreements, documents and related material.
• Experience in producing formal meeting minutes, with precision.
• Ability to communicate verbally and in writing using professional business English and grammar.
• Proficient in operating MS Office programs and strong, accurate keyboarding skills.
• Ability to communicate professionally, tactfully, clearly, and effectively, and exercise mature judgment to deal with customers, ratepayers and other County departments.
• Ability to work independently and carry out responsibilities with minimum supervision while maintaining a good working relationship with Councillors and co-workers in a high-volume environment.
• Ability to manage interruptions within a fast-paced environment.
• Skilled at maintaining a high degree of accuracy and consistency when preparing material within time constraints.
• High degree of discretion, sound judgment and professionalism.
• Working knowledge of website management capabilities.

Additional Information

This is a contract position, starting July 2025 and lasting until September 2026. Position may be extended based on business needs.

Work Hours : This position work Monday to Friday from 8 : 30am to 4 : 30pm. Some flexibility and / or overtime may be required.

Pay Rate : $38.51 - $45.31

Closing Date : Open until suitable candidate is found.

As part of the County of Grande Prairie’s commitment to provide a safe and healthy workplace, we encourage and support a scent-free environment.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

The County of Grande Prairie recognizes and values the principles of fair hiring practices. We are committed to a respectful and inclusive workplace and welcome applications from all qualified individuals. Should you require accommodation through any stage of the recruitment process, please contact [emailprotected] and we will work with you to meet your needs.

• This posting may be used for future vacancies or to fill more than one position
• This posting may be open until a suitable candidate(s) is / are found.

Please note that once your application is complete, you will receive a confirmation email. If we require any additional information we will contact you. Due to the volume of applications received we can only answer questions at the interview stage.