Legal Administration & Invoicing (25%)
- Compile background information, case law, and legislative references to support the Manager, Legislative and Legal Services in their communications with external counsel and internal departments.
- Conduct legislative and case law lookups using commercial databases (e.g., LexisNexis) to support ongoing files and projects.
- Assist in preparing draft bylaws, Council reports, policies, procedures, and correspondence for review, ensuring accuracy with legislation.
- Review legal invoices for completeness and accuracy and prepare them for approval.
- Maintain records of legal expenditures and prepare monthly tracking sheets and summaries.
Legal Repository Management (25%)
- Assist in maintaining the County’s internal legal repository by uploading, tagging, and organizing documents for easy retrieval.
- Help identify duplicate or overlapping legal requests and flag opportunities to use existing opinions, research, or templates.
- Record the status and outcomes of legal matters in the repository to support monitoring and reporting.
- Enter, index, and cross-reference agreements, case files, and opinions to ensure information is complete and accessible.
- Apply established access permissions and records retention rules under the direction of the Manager, ensuring files remain secure and compliant.
Access and Privacy Coordination (15%)
- Support the Access & Privacy Advisor in processing requests under the Freedom of Information and Protection of Privacy Act (FOIP), the Access to Information Act (ATIA), and the Protection of Privacy Act (POPA). Duties include logging and tracking requests, preparing standard correspondence, organizing files, and ensuring timelines are met.
- Assist with searches for records across departments, compile responsive documents, and prepare materials for review. Document the steps taken in searches to support transparency and accountability.
- Conduct basic reviews of records and flag potential privacy or disclosure issues for the Access & Privacy Advisor’s consideration. Ensure requests are complete and properly documented before advancing for decision.
- Contribute to the development of training and awareness programs by preparing handouts, presentation materials, and resource guides. Support logistics such as scheduling sessions, tracking attendance, and maintaining training records.
- Maintain access and privacy files, update tracking spreadsheets, and provide administrative support to ensure the efficient operation of the Access & Privacy program.
Support for Municipal Boards (15%)
Act as the Secretary on a rotational basis for the Assessment Review Board (ARB) and Subdivision & Development Appeal Board (SDAB):
- Coordinate all aspects of board hearings, including scheduling dates, preparing and issuing statutory notices, collecting applicable fees, and arranging board member participation in accordance with legislative requirements.
- Compile and distribute agenda packages; attend hearings; and draft and distribute decisions.
- Monitor and track board member mandatory training and assist in the planning and delivery of orientation and continuing education to ensure members understand procedural fairness and applicable legislation.
Council Support – (Backup Role) (10%)
- Review and proofread Requests for Decision to ensure accuracy, clarity, and compliance with the Municipal Government Act and other applicable legislation.
- Assemble and distribute Council agendas using meeting management software in accordance with established timelines and procedures.
- Assist with meeting coordination, including logistical arrangements, minute-taking, preparation of correspondence, and tracking follow-up actions in alignment with legislative and procedural requirements.
- Support the recruitment and onboarding process for public members appointed to Council boards and committees, ensuring compliance with Council policy and statutory requirements.
Other Related Duties (10%)
- Assist in drafting and updating municipal policies, procedures, and bylaws, incorporating legislative review to ensure statutory compliance.
- Provide administrative support for municipal elections, by-elections, plebiscites, and censuses.
- Completes special projects as required.
- Adheres to applicable responsibilities and accountabilities as outlined in the Sturgeon County Health and Safety Management System.
- Responds to public inquiries both in person and on the phone relating to general legislative matters when required.
