Legislative Services Associate

Overview

The Legislative Services Associate provides specialized administrative support to Council, Standing Committees, Council-appointed bodies and to the City Clerk’s Office. This position reports to the Manager, Legislative Services.

• Preparing Council and Committee open and closed confidential agendas including coordinating reports and ensuring appropriate sign-offs, coordinating delegations, staff presentations, and other related meeting arrangements.
• Attending open and closed confidential meetings of Council, Standing Committees, and Council-appointed bodies and records and prepares accurate meeting minutes; provides procedural advice and guidance to Council and staff as needed.
• Working with senior staff, providing assistance and support in open and closed meetings, requiring a high level of confidentiality and discretion while recording sensitive discussions between members of Council and senior staff; drafting confidential correspondence as follow-up to open and closed meeting decisions.
• Acting as a meeting coordinator with the general public and for other departments requesting to appear before Council and Committee or otherwise facilitating participation in public meetings.

• Must be discrete when exposed to highly confidential discussions and must handle associated confidential materials appropriately; exercise tact and discretion at all times.
• Must understand and synthesize the discussion, minutes, resolutions and referrals of meetings.
• Ability to prepare correspondence, reports and minutes independently and to organize work, multi-task, set priorities and meet critical deadlines.
• Ability to take and transcribe minutes of meetings accurately capturing the essence of the discussion.
• Ability to prepare draft resolutions of Council, based on the meeting discussion.
• Ability to independently distribute and publish agendas, minutes and associated confidential reports in both hard-copy form and in electronic form on the City website and City secured electronic devices – in a clear and organized manner.
• Ability to draft and ensure 100% accuracy of statutory ads and notices, and coordination of publication of same.
• Ability to consolidate municipal bylaws as amended by Council.
• Ability to make timely, independent decisions by applying law and policy to requests and enquiries from the public, elected officials and staff.
• Ability to exercise a considerable degree of independent judgement and work with minimal supervision.
• Ability to troubleshoot and solve technical problems involving the website, City secured electronic devices, agenda production and related software.
• Advanced working proficiency in Microsoft (Word, Excel, PowerPoint, Outlook) is required.
• Ability to successfully pass a Financial Sector Police Information Check.

• Completion of a Certificate in Local Government Administration or related field of study; supplemented by a minimum of three (3) years of progressive work experience in office administration, technical writing, record keeping, and working with advisory committees, preferably within a local government or other political environment. An equivalent combination of education, training and experience may be considered.
• Valid Class 5 Driver’s Licence for the Province of British Columbia
• Certificate in Local Government Service Delivery, issued by the BC Board of Examiners would be preferred

Must be able to work a flexible work shift based on operational demands. Some evenings and weekends may be required.