Job Title: Legislative Coordinator

Req ID: 26749

Vacancy Type: Permanent

Number of Positions: 1

Closing Date: 07/04/2025

Job Summary

Provide support to Council and its Committees and the public with excellent service to ensure transparency of government, connect with the community and access to the decision-making process. Prepare and coordinate agendas, compose minutes, prepare committee reports and correspondence for Council and Committees on a timely basis. Coordinate and attend meetings to ensure the mandate or role of Committee is met, provide procedural guidance and additional information as needed. Manage hybrid and virtual Council and Committee meetings and coordinate with City staff, elected officials and public attendees. Direct deputation requests and make arrangements to appear before the appropriate Committee or Council . Ensure set up of meeting room. Must understand discussion at meetings and accurately capture the discussion without verbatim minutes and determine the decisions and directives. Compose communication with elected officials, all levels of City staff and the community on a daily basis. Plan and Coordinate committee programs and events.

Duties and Responsibilities

• Organize and research to prepare agendas, coordinate deputation requests, compose minutes, committee reports and correspondence for Council and its Committees, as assigned
• Prepare and share documents in eSCRIBE agenda management system; and provide technical assistance or troubleshoot in eSCRIBE for report writers and approvers
• Review and provide advice to ensure agenda items and all documentation provided with staff reports is complete in accordance with City policy
• Interpret legislation and comprehend to provide guidance to City staff with respect to legislative processes
• Provide procedural advice and legislative support to ensure that the meeting is run in accordance with the Council Procedure By-law, corporate policies and principles of open and transparent government
• Liaise with Committee Chairs to ensure that the Committee operates within established Terms of Reference and rules of procedure.
• Manage hybrid and virtual meetings of Council and its Committees
• Research and respond to queries from all levels of City staff, elected officials and the public
• Report on committee recommendations and directives to submit to Council and General Committee for adoption
• Advertise and Coordinate the citizen appointment process for Council appointments to committees and boards which includes shortlisting candidates, arranging and attending interviews with members of Council, communicating with members of Council on the applications received and recommended appointments
• Prepare and maintain training manuals and procedures for assigned committees
• Coordinate committee programs and events
• Provide advice to committees on committee budgets and process committee related expenses.
• Administer sensitive and confidential information as per the Municipal Act
• Delegate administrative matters to Committee Assistant
• Act as primary corporate contact for assigned committees
• Provide ad hoc assistance on projects/initiatives within the unit/team

Skills and Qualifications

• Post- Secondary education in Political Science, Public Administration or related field, with related government experience
• AMCTO membership or completion of the Municipal Administration Program or Certified Municipal Officer accreditation
• Microsoft Office software, including Word, Excel, PowerPoint, Outlook, SharePoint, WebEx,Agenda Management software, and various City software programs
• Ability to interpret and comprehend legislation
• Excellent business, organizational, analytical and problem-solving skills
• Ability to review and comprehend complex documents
• Excellent public speaking skills
• Strong communication and customer service skills in order to interact with the Public, all levels of staff and Council members (written and verbal)May require some light lifting of supplies/materials.
• Exposure to computer keyboards and screens. Primarily office environment.

Hourly Rate/Salary: $ 69,080.00 - $ 92,107.00

Hours of Work:

Work Location: Civic Centre

Department/Division/Section: LEG/Legislative Services Dept , LEG/Office of the City Clerk , Secretariat and Access & Privacy

Non-Union/Union: Non Union

We thank all who apply, however, only those candidates selected for an interview will be contacted. You can also check your application status in your candidate profile online.

All personal information is collected under the authority of the Municipal Act.