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Job Posting: Legislative Clerk

nFunction and Job Summary The Legislative Clerk provides high-level administrative and procedural support to Huu-ay-aht First Nations governance processes. This role helps organize and maintain resolutions, motions, memos, correspondence, agendas, records of decision, public notices, and other official materials required for committees and Executive Council to make informed decisions.n

The Legislative

nClerk reviews materials for accuracy, formatting, completeness, and procedural readiness, supports the drafting of basic motions and governance documents, tracks legislative and committee timelines, and helps ensure governance processes move forward in an orderly and timely way.n

Working closely with the Law Clerk, the Legislative Clerk coordinates meetings and hearings, prepares materials, maintains up-to-date summaries of motions and actions, follows up on agenda items and supporting documents, and communicates with internal departments and external partners as needed. The position requires strong attention to detail, sound judgment, discretion, neutrality, and the ability to work professionally in a government setting where confidentiality, process integrity, and timely follow-through are essential.

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Key Accountabilities

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- Maintains organized, accurate, and current governance records, including resolutions, motions, memos, correspondence, and records of decision.
- Supports committees, Executive Council, Council of the Whole, Legislature, and the People's Assembly by coordinating agendas, notices, timelines, and meeting materials.
- Reviews submissions for completeness, accuracy, formatting,



and decision-readiness so governance bodies have the information needed to consider and act on matters properly.
- Keeps motion summaries, activity reports, attendance records, and related tracking tools current and reliable.
- Monitors the flow of matters between committees and governance bodies and helps track what needs to move next for review, recommendation, or decision.
- Provides procedural and administrative support during meetings to help ensure established processes are followed appropriately.
- Maintains confidentiality, neutrality, professionalism, and respect in all aspects of the role.

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Job Duties

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- Organize, file, and keep track of resolutions, memos, correspondence, and other official governance records.
- Draft basic letters, reports, decision records, and motions for committees, Executive Council, and related governance processes, as directed.
- Review documents for accuracy, formatting, completeness, and readiness, including checking whether the materials provided are sufficient to support informed decision-making.
- Maintain records of decisions made in meetings and keep summaries of motions, actions, and activity reports current.
- Schedule meetings, hearings, and related governance events, including preparing notices, sending invitations, following up for agenda items, and collecting supporting materials.
- Prepare and assemble agendas, briefing packages,



draft notices, and meeting materials when required.
- Track ongoing projects and governance items to help ensure matters move to the correct next table, including committees, Council of the Whole, Executive Council, Legislature, or the People's Assembly.
- Communicate with internal departments and external partners regarding meetings, requested information, timelines, and document follow-up.
- Provide support during meetings by helping manage materials, recording decisions, and monitoring whether procedural steps are being followed properly.
- Support the Law Clerk with additional committee, Executive Council, and legislative tasks as assigned.
- Track key timelines related to the People's Assembly, Legislature, amendments to Acts, committee attendance, and other governance deadlines.
- Maintain secure and well-organized electronic and physical records in accordance with Huu-ay-aht standards and office practices.

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Operational Requirements

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- Valid Class 5 driver's license.
- Ability to travel between Huu-ay-aht worksites and attend meetings in Port Alberni, Anacla, and other locations as required.
- Willingness and ability to work occasional evenings or weekends to support governance meetings, hearings, or special events.
- Ability to manage multiple deadlines, follow up persistently for required materials, and maintain a high level of organization under time-sensitive conditions.
- Successful completion of appropriate background checks, reference checks, and education or credential verification.

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Education and Experience Requirements

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- Post-secondary education in public administratio

Apply on Kit Job: kitjob.ca/job/2entvi

📌 Legislative Clerk (Port Alberni)
🏢 Huu-ay-aht First Nations
📍 Port Alberni