Legislative Services 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

Position: Legislative Services Coordinator

Department: Corporate Services

Division: Legislative Services

Reports to: Manager of Legislative Services/Deputy City Clerk

Corporate Services

This department is responsible for providing administrative support services, as needed, to Council and to all City departments. The department carries out the statutory duties for the City’s Clerk’s Office, which includes, among other things, preparation of agendas, recording minutes, preparing by-laws, maintaining records, licensing, elections, and maintaining vital statistics. The department is also responsible the telecommunications and information technology needs of City facilities.

Legislative Services

The Legislative Services division delivers a range of civic services and legislative duties in collaboration with all municipal departments, elected officials, other levels of government, and the general public. These functions include supporting Council and Committee proceedings, overseeing the City’s information management program, administering municipal elections, issuing licences and processing Municipal Freedom of Information and Protection of Privacy (MFIPPA) access requests.

Purpose and Scope

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.

Duties and 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.

Note: The above duties are representative of a typical position and are not to be construed as all-inclusive.

Competencies

This position will:

Demonstrate the City’s core corporate competencies:

• Ambassador
• Health and Safety Behaviour
• Integrity, Trust and Accountability
• Quality of Work
• Teamwork

Demonstrate the City’s individual contributor competencies:

• Customer Focus
• Planning and Organizing
• Drive for Results
• Problem Solving
• Communication

Demonstrate the position competencies:

• Comfort Around Higher Management
• Political Savvy
• Functional/Technical Skills
• Priority Setting

Contacts

The position will have direct contact with:

Internal: Director of Corporate Services/City Clerk, Manager of Legislative Services/Deputy City Clerk, all City Directors and Managers, all City staff, City Council, Boards and Committees.

External: General Public, Federal and Provincial agencies, Solicitors, Consultants, representatives of other municipalities.

Education/Specialized Training/Skills

The position will require:

• 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.

Nice to have:

Although not required, the following would be considered an asset to the position.

• 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.

Work Experience

• 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 have:

Although not required, the following would be considered an asset to the position.

• 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.

Decision Making

The position is responsible for providing timely, accurate advice to the Manager of Legislative Services/Deputy City Clerk, division staff and other City departments where appropriate.

Supervision

The position has no direct supervisory responsibility but does play a role in training and guiding staff when required.

Work Environment

• Work in an office environment on a regular basis.
• Occasional travel outside the municipal boundaries may be required.
• Attend evening Council and/or Committee meetings when required.
• May be required to work evenings and weekends and respond outside of normal working hours as required.