Legislative Services Coordinator

This is a permanent full position working 35 hours a week with a competitive benefit package.

POSITION SUMMARY

Reporting to the Legislative and Corporate Initiatives Manager, this position is primarily responsible for assisting with delivery of confidential legislative duties and providing assistance to supervisor with project support for all Departments.  This position ensures a consistent approach to corporate Procedures, Bylaws, Policies, contracts, agreements, provincial legislation, and other legal documents. This position also administers the Town’s FOIP program, and monitors administrative and Council adherence to municipal legislation and the Municipal Government Act (MGA) of Alberta.

WORK RESPONSIBILITES

Legislation and FOIP

• Maintain knowledge of all relevant Acts, regulations, and related legislation
• Manage, review and provide insight into the development of Bylaws and Policies for content, correct formatting, consistency of language, and to ensure legal and legislative compliance
• Oversee the development of Policies, Procedures, contracts, agreements, Bylaws, provincial legislation, and other legal documents
• Coordination of legal support for Council and all Departments
• Attend Council meetings as required
• Respond to public inquiries both in person and by telephone/email relating to general legislative matters as required
• Manage statutory functions, including the planning and administration of elections, by-elections, plebiscites, petitions, and censuses
• Execute the Returning Officer Role
• Provide Commissioner for Oaths services for the public and the Town
• Oversee the provision of the Town’s FOIP program, ensuring the Town remains compliant with legislation
• Provide assistance to the public and Administration for access to information and privacy-related questions
• Responsible for receiving and completing FOIP request applications
• Recruit members of the public to Council Committees
• Coordinate, advertise, and maintain information for Town Boards and Committees
• Oversee and implement the Town’s insurance program and provide insight on risk management
• Perform Docushare maintenance and deliver organizational wide training
• Maintain website updates for Bylaws, Policies and Procedures, Governance, and other areas as required
• Maintain Insurance portal on website

Council Meetings

• Provide coverage for the role of Executive Assistant, if absent, including:
  
  • Preparing and distributing all Council meeting agendas
  • Attending and preparing minutes for all meetings of Council
  • Processing and tracking recommendations, decisions, and actions from the Council meeting minutes
  • Answer emails and correspondence of Council items

Additional Roles

• Serve as Clerk to the Assessment Review Board, and Subdivision & Development Appeal Board
• Support the Emergency Operations Centre (EOC) during emergency situations
• Undertake other duties as assigned

QUALIFICATIONS

• Post-Secondary Certificate, Diploma, or Degree in Public Administration or a related field
• Minimum 3 years of work experience in a municipal work environment
• A combination of education and/or experience related to this position may be considered
• Proficient with Microsoft Office Suite and software programs
• Experience with privacy legislation and records management
• Experience with FOIP is preferred
• Maintain valid Assessment Review Board and Subdivision & Development Appeal Board certification
• Satisfactory background screening is required for this position including a Criminal Record Check and Vulnerable Sector Check
• A Class 5 Driver’s License with a satisfactory Driver’s Abstract

SKILLS & ABILITIES

• Demonstrated skills in written composition, grammar, spelling and clarity
• Communicate effectively and diplomatically verbally with staff, community, media, and Council
• Proven ability to produce quality work in a complex, demanding, time sensitive environment
• Effective interpersonal skills in dealing with all levels of staff in the organization, adopting a positive and supportive approach to the issues at hand
• Demonstrate a high degree of personal initiative, planning and organization skills, professionalism and trust delivered with integrity
• Able to work co-operatively, support and coach co-workers in a positive team environment, and share work expertise and knowledge
• Build strong relationships with staff, peers, the public, stakeholders, and Council under all types of conditions undertaking a supportive and collaborative approach
• Demonstrate a commitment to continuous training and professional development opportunities including office equipment and computers, communications, municipal governance, and political systems
• Maintain a high level of confidentiality in all interactions

WORKING CONDITIONS

Details pertaining to the physical demands of the position can be found in the Physical Demands Analysis and Job Hazard Assessment with Health & Safety.

Hours

May be required to attend Council meetings or address Town business outside of standard work week hours.

Physical Effort

Office-based work performed typically includes administrative duties and varying levels of physical effort, including moderate lifting (up to 10 kgs), sitting, walking, standing, pushing, pulling, reaching, driving, carrying. Repeated motion of office tasks.

Travel

No travel required for this position.

Work Environment

Normal office environment. Locations such as offices and facilities where emergency support services are readily available. Limited to moderate exposure to the public. Potential exposure to client volatility dealing with the public. Remote work feasible.

HEALTH & SAFETY

Ensure the Town of Hinton health and safety policies, procedures, directives, and safe work practices are followed in accordance with the Occupational Health and Safety Act and Regulations.