Position: Legislative Services Coordinator

Department: Corporate Services

Division: Legislative Services

Reports to: Manager of Legislative Services/Deputy City Clerk

Corporate Services

This department is responsible for providing administrative support services, as needed, to Council and to all City departments. The department carries out the statutory duties for the City’s Clerk’s Office, which includes, among other things, preparation of agendas, recording minutes, preparing by-laws, maintaining records, licensing, elections, and maintaining vital statistics. The department is also responsible the telecommunications and information technology needs of City facilities.

Legislative Services

The Legislative Services division delivers a range of civic services and legislative duties in collaboration with all municipal departments, elected officials, other levels of government, and the general public. These functions include supporting Council and Committee proceedings, overseeing the City’s information management program, administering municipal elections, issuing licences and processing Municipal Freedom of Information and Protection of Privacy (MFIPPA) access requests.

Purpose and Scope

The Legislative Services Coordinator is responsible for providing accurate, technical, and timely secretariat support for City Council meetings and various boards and committee meetings. This position coordinates and provides support to the legislative services division, assisting with the statutory functions of Legislative Services, such as preparing by-laws, agendas, minutes, assisting with records management, commissioning documents and affidavits, licensing,



and acting as an Election Official during municipal elections.

This position is a contributing team member responsible for the day to day work and executing operations in line with department approved policies, plans and programs as well as efficiently meeting service standards in the delivery of municipal services.

Duties and Responsibilities

- Prepare, distribute and publish agendas, reports, by-laws, resolutions, minutes, notices, and follow up materials, including confidential and sensitive material.
- Provide technical and procedural advice to staff, committee and board members.
- Coordinate meeting activities including working with internal and external stakeholders to arrange meetings, delegations, presentation and other council or committee/board activities.
- Provide procedural advice and record minutes for advisory committee or board meetings as required.
- Provide assistance and backup with Division tasks as required, including office administration, research and drafting reports, policies/procedures and legal agreements, preparing licences and permits, records management and filing, and training staff on relevant procedures.
- Respond to enquiries from and liaise with the general public and other levels of government and staff, regarding the operation of the Legislative Services Division.




- Support the Legislative Services Division with special projects as required, and will be a key team member of the municipal elections team, assisting with the coordination and implementation of all aspects of municipal elections.
- Maintain confidential departmental documents.
- Accountable for all statutory duties of the Clerk
- Demonstrate a commitment to learning and overall career development.
- Follow all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act, other applicable legislation, best practices, City policies and procedures.

Note: The above duties are representative of a typical position and are not to be construed as all-inclusive.

Competencies

This position will:

Demonstrate the City’s core corporate competencies:

- Ambassador
- Health and Safety Behaviour
- Integrity, Trust and Accountability
- Quality of Work
- Teamwork

Demonstrate the City’s individual contributor competencies:

- Customer Focus
- Planning and Organizing
- Drive for Results
- Problem Solving
- Communication

Demonstrate the position competencies:

- Comfort Around Higher Management
- Political Savvy
- Functional/Technical Skills
- Priority Setting

Contacts

The position will have direct contact with:

Internal: Director of Corporate Services/City Clerk, Manager of Legislative Services/Deputy City Clerk, all City Directors and Managers, all City staff, City Council, Boards and Committees.

External: General Public, Federal and Provincial agencies, Solicitors, Consultants, representatives of other municipalities.

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📌 Legislative Services Coordinator (Quinte West)
🏢 Quinte West
📍 Quinte West