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Job Posting: Legislative Clerk

Function 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. The Legislative Clerk 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.

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 environment where confidentiality, process integrity, and timely follow-through are essential.

Key Accountabilities

- 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.

Job Duties

- 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.

Operational Requirements

- 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.

Education and Experience Requirements

- Post-secondary education in public administration, legal administration, office administration, governance, political science, business administration, or a related field, or an equivalent combination of education and experience.

- Experience providing administrative support to senior leadership, committees, boards, councils, or government bodies.

- Demonstrated experience preparing agendas, minutes, meeting packages, decision records, correspondence, and tracking tools.

- Strong document review, proofreading, formatting, and quality control skills.

- Strong written and verbal communication skills, with the ability to draft clear, professional materials and follow up effectively with multiple parties.

- Excellent organizational skills, sound judgment, and strong attention to detail.

- Ability to maintain confidentiality, neutrality, and professionalism in a governance environment.

- Strong working knowledge of Microsoft Office and document management practices.

- Understanding of or ability to learn Huu-ay-aht governance processes, committee structures, legislative timelines,



and culturally grounded approaches to public service.

- Demonstrated ability and experience upholding Huu-ay-aht organizational values, culture, and a respectful, performance-focused work environment.

How to Apply

Please email your resume and cover letter to Human Resouces, at [email protected] to be considered for this role. Please quote Legislative Clerk in the subject line. Posting will remain open until the position is filled.

ƛeekoo ƛeekoo (thank you) for your interest in working with Huu-ay-aht First Nations Government.

Vision - The Huu-ay-aht envision a strong, self-governing, and self-reliant Nation. Iisaak will guide us as we work together to foster a safe, healthy, and sustainable community; where our culture, language, spirituality, and economy flourish for all.

Mission - As a leader among First Nations, the Huu-ay-aht First Nations will create certainty for its community, generate wealth for financial independence, provide economic opportunities, deliver social, cultural and recreational programs for all Huu-ay-aht.

Huu-ay-aht First Nations Values

Professionalism

· Ethics – be prepared, on time and ready to work

· Ethics – be responsible for the success of your work and others

· Lead by example

· Respect - for confidentiality, yourself, and co-workers

· Work / Life Balance

· Work Smarter - Share your expertise and your successes

· Take pride in your work

Respect

· Golden Rule – Treat others how you want to be treated

· Listen actively and attentively to what people are saying and clarify

· Accept people for who they are and do not judge

· Basic Etiquette – remember the common courtesies, kindness & compassion

· Iisaak

· Observe protocol and ceremony

Health

· A healthy body, mind and soul through proper diet, sleep, and exercise

· Avoid burning out with a proper work / life balance

· Be positive - always remember to smile and laugh

· Care about each other, ask questions and follow up

· Be appreciative of one another and the work we do

Effective Communication

· Think twice, speak once

· Make sure your body language is sending the correct message

· Provide responses in a timely manner; acknowledge request and provide timeline

· Listen attentively and clarify

Trust

· Walk the talk - be honest, no gossiping

· Believe the valuable in everyone not the bad

· Voice your concerns, do not harbor them – clear the air

· Spend more time focusing on what you are supposed to be doing, and less time on what others are or are not doing

· Be happy and enjoy your work life

Support

· Be available to help and ask for help when needed

· Advocate and help one another

· Provide constructive criticism, not just criticism

· Do not gossip; stop gossip when it occurs

· Clarify and seek feedback from each other

Job Types: Full-time, Fixed term contract
Contract length: 12 months

Pay: $50,000.00-$60,000.00 per year

Benefits:

- Dental care
- Employee assistance program
- Extended health care

Work Location: In person

Apply on Kit Job: kitjob.ca/job/2eq7u6

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