Legislative Services Coordinator

Municipal Governance

• Provide initial communication to Council and senior leadership for Council and Committee meetings.
• Provide Council secretariat support including:
  • preparing the agenda, including tracking report progress, report manager approvals and workflows;
  • updates and issuance of public notice;
  • distribution of the agenda;
  • recording meeting minutes in accordance with applicable legislation;
  • submitting draft minutes for review and final approval; and
  • distributing the approved minutes in accordance with procedure.
• Coordinate and schedule all public hearings and delegations to Council in accordance with applicable legislation, including creating meetings for virtual attendance and participation for public hearings.
• Prepare reports, both public and confidential, to Council on behalf of the CAO’s office, as required, exercising a high level of discretion.
• Update and maintain the records for Council and Committee meetings, including filing of original documents and on digital platforms, in accordance with applicable legislation.
• Update and maintain the Council Resolutions Register.
• Coordinate the after-Council task management process and ensure appropriate notifications are sent out through the meeting management system for action tasks.
• Provide guidance and support to all departments on the development of reports, and submissions into the meeting management software.
• Coordinate the administration of the municipal meeting management software system including staff training and troubleshooting.
• Support the coordination of the municipal elections, by-elections, and referendum and/or senate elections, in accordance with applicable legislation and guidelines.
• Support the coordination of the municipal census, in accordance with applicable legislation and guidelines, as required.
• Provide guidance and recommendations on the development and interpretation of governance documents, including bylaws, policies and other documents as required.
• Support the management of all governance documents including crafting new and amending legislation for the CAO Office, as needed, ensuring alignment with applicable legislation.
• Maintain the departmental records secure filing system and tracking including municipal governance documents (i.e. bylaws and policies) and appropriate access to documentation through internal online sites and the M.D. website.
• Craft official correspondence from Council and/or the CAO Office.
• Coordinate the distribution of Council Correspondence in accordance with municipal policy, in collaboration with the Director, Legislative and Information Services.

Board and Committee Administration

• Provide secretariat duties for municipal boards and committees, as required, including agenda preparation, taking of meeting minutes, and records maintenance, in collaboration with the board or committee Chair.
• Support the coordination of appointments of Council and members of the public to municipal and Community Boards and Committees and the associated records.
• Provide administrative support as the Assistant Clerk for the Joint Assessment Review Board (JARB) for multiple municipalities.
• Provide administrative support for the Intermunicipal Subdivision Development and Appeal Board (ISDAB); attend hearings to record minutes, as required.
• Maintain legislatively mandated certification as an Assessment Review Board Clerk, as well as a Subdivision and Development Appeal Board Clerk.

Legal/Contract Management

• Provide administrative support for the coordination of legal counsel for the municipality and maintenance of a confidential and secure archive, including research and benchmarking support related to the development of contracts/agreements.
• Prepare draft and template legal contracts and agreements, as required.
• Assist the ATI Coordinator with the administration of all formal information requests under the provincial information and privacy legislation, as required.
• Maintain Commissioner for Oaths designation.

Other

• Provide administrative support to the Director, Legislative and Information Services including acting as a point of contact between the Director and other government officials, agencies, and the public, research and drafting correspondence, and procurement of office supplies.
• Act as the designated purchaser for the Legislative Services department for office supplies, material and equipment as well as prepare purchase orders and process invoices for the department.

• Coordinate the administration of legislative services projects and special projects.
• Assist with the coordination of the municipal records management program and associated practices for the municipality.

• Perform other duties within the scope of the position as required.