Legislative Services Assistant

Job Number: 3996
Job Type: Full-Time
Vacancy Reason: Backfill
Location: 150 Frederick St - Regional Admin Headquarters
Number of Positions: 1
Department: PDLCAS - COUNCIL/COMMITTEE SUP
Division: Planning, Development and Legislative Services
Hours of Work: 35 hours per week - Monday to Friday, 8:30am to 4:30pm (hybrid - 3 days per week in office), with the ability to work outside standard business hours to attend meetings
Union: CUPE 1883
Grade: CUPE 1883 Grade 007
Salary Range: $31.71 - $35.89 per hour
Posting Date: February 5, 2026
Closing Date: February 11, 2026

About Us!

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.

Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

The Role

Provides administrative support for Council, Committee, Board, and Foundation meetings (e.g., prepares schedules, agendas, and related documents; registers delegations; provides audiovisual assistance; posts and files information) with respect to statutory and by-law delegated responsibilities of the Regional Clerk’s Office. Provides customer service to the public, including front counter service for license renewals/payments, and information/assistance to presenters/delegations related to Council and Committee protocols.

Duties/Responsibilities

• Registers delegations attending Council and Committee meetings and responds to inquiries/provides information (e.g., procedures, timelines). Forwards related information to commissioners, directors, and departmental administrative supports, as appropriate to ensure agendas are accurate. Coordinates inclusion of additional documents in agendas/other documents.
• Prepares documents to support official summaries of recommendations, resolutions, and schedules for Council, Committees, Board, and Foundation meetings, for supervisor review. Assembles packages; prepares, files, and coordinates printing and distribution, per timelines and corporate standards.
• Posts/maintains divisional information and Council and Committee documents/information (e.g., agendas, minutes, webcasts) on the Region’s website, intranet, and document management system, per corporate and accessibility standards. Organizes/indexes information, including making real-time updates/edits during meetings. Scans/converts electronic copies of reports, correspondence, and reference material.
• Maintains and develops program databases/spreadsheets (e.g., delegations, agreement/contract tracking, advertising requisitions, electronic by-laws, performance measures, conflict of interest, Advisory Committee appointments).
• As records assistant, maintains the Division’s filing system, arranges offsite transfer, and ensures disposal/destruction/retention of files, per corporate standards.
• Formats, routes for approval, and files new/amended Regional by-laws (drafts provided by management), and correspondence for amendments and appeal packages related to planning/development including schedules, corporate seal, Regional Chair and Regional Clerk sign off, per deadlines.
• Operates/sets up audiovisual, computer equipment, and hearing devices and provides technical support/troubleshooting at Council and Committee meetings. Develops/maintains procedure manuals.
• Ensures equipment and supplies in the Council Chamber are maintained in working order. Arranges repairs and maintenance with Facilities and ITS staff. Monitors the use and status of Council Chamber (e.g., room bookings).
• Processes advertising requisitions for departments publishing under the Regional Banner, per management approval. Reviews for completeness and compliance with policy and standards; arranges publication with newspapers; and publishes on corporate website.
• Maintains office equipment, supplies, and materials, including equipment in Council Chamber; places, receives, and confirms orders; monitors expenditures against approved budget limit. Keeps keys for Council Chamber and program/storage areas; and unlocks/secures doors, as required.
• Provides front counter customer service to the public, including processing licence application renewals/payments using a point of sale machine. Locks up machine and runs batch report.
• Backs up some of the duties of the Division Administrative Assistant and Digital Media Producer (e.g., webcasting).
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of office and administrative procedures, word processing, municipal government administration/structure, and communication skills acquired through a grade 12 education plus 3 years of related experience (or an equivalent combination of higher education and lower experience).
• Must have completed (or have a commitment to enrol in and complete post-hire) the Municipal Administration Program offered by the Association of Municipal Treasurers and Clerks of Ontario (AMTCO).
• Knowledge of and ability to comply with policies, procedures, and related legislation/standards (e.g., privacy, accessibility). Working knowledge of the organization/departments.
• Ability to exhibit confidentiality and discretion in handling confidential/sensitive material.
• Time management, attention to detail, and organizational skills to collect, compile, and organize information; work independently; and meet legislated/time sensitive timelines/
  deadlines.
• Human relations, communication, and customer service skills to respond to inquiries from staff, Council, and the public in a timely, accurate and professional manner; exchange and relay information between staff and the public; determine customer/public needs and provide assistance and information; perform front counter reception; assist individuals attending/presenting in Council Chambers (e.g., protocols, equipment); and participate as an effective team member.
• Computer skills with ability to use software such as Microsoft Office; records management systems; website content management; and the Internet. Ability to operate, maintain, and troubleshoot audiovisual equipment and related software used in Council Chambers (e.g., electronic voting software, microphones, monitors).
• Ability to read policies, procedures, legislative requirements, and forms. Ability to write/draft/prepare correspondence, minutes, reports, agendas, and legal documents.
• Must provide an acceptable Police Information Check (Level 2) for bondability.
• Ability to work altered hours (including evenings) as part of a regular schedule to attend Council and Committee meetings and other events/meetings with appropriate notice.
• Ability to support and demonstrate the Region’s values.

Region of Waterloo is committed to building a workforce through fair, equitable, and accessible hiring practices that allow us to hire qualified staff who reflect the diversity of the community we serve and to promote a respectful, inclusive, and equitable workplace.

We invite all interested individuals to apply and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to:

• First Nations, Métis and Inuit peoples, and all other Indigenous peoples;
• members of groups that commonly experience discrimination due to race, ancestry, colour, religion and/or spiritual beliefs, or place of origin;
• persons with visible and/or invisible (physical and/or mental) disabilities;
• persons who identify as women; and persons of marginalized sexual orientations, gender identities, and gender expressions

For questions or to request accommodations during your recruitment, onboarding or employment, please contact talentmanagement@regionofwaterloo.ca, or by calling our Service First Contact Centre at phone number (519) 575-4400.

Use of Artificial Intelligence in the Hiring Process: Region of Waterloo may use artificial intelligence (AI) tools to enhance efficiency during the recruitment process. However, applications will also be reviewed by a member of our Talent Acquisition team to ensure a fair and thorough assessment. AI does not make final hiring decisions.

Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).