Legislative Clerk

2 weeks ago

Kitchener, Ontario, Canada City of Kitchener Full time

Legislative Clerk

(Temporary full time for approximately 18 months)

Competition Number

Job Code
0037
Posting Date
February 27, 2024
Closing Date
March 12, at 6:00pm)
Job Status


Temporary Full-TimeThe
City of Kitchener is a vibrant and dynamic city of approximately 270,000, in the heart of southwestern Ontario.

As the largest municipality in Waterloo Region, Kitchener continues to be poised for development and growth, enhancing its reputation as a leader in city-building and innovation, with nationally recognized strategies to build its neighbourhoods, its digital infrastructure and its diverse economy.

The
City of Kitchener is WHERE you want to work Learn more about the top reasons to join us:

Why work at the City of Kitchener

Position Overview:

  • Perform a wide range of professional legislated and administrative duties. Provide highlevel support to the Director of Legislated Services / City Clerk and coordination for the Legislated Services division, both operationally as well as for special projects. Prepares statutory public notices. Coordinates and prepares appeal submissions to Ontario Land Tribunal (OLT). Processes City bylaws, Municipal Code chapters, and policies approved by Council. Engage with and support a variety of stakeholders, including the public, Council, coworkers, other government agencies and community organizations. Accountable for achieving sectional goals and objectives.

Responsibilities:

  • Legislative notices, bylaws and processing
  • Issue public notification with respect to meetings pursuant to the Municipal Act, the Heritage Act, the Development Charges Act and the Planning Act. Forward notices by way of mail to residents and prescribed persons, ensuring statutory notices are printed in the local newspaper (where applicable), content published on the City website. Assists with customers regarding notices and matters before Committee and Council. Gather and submit all Official Plan Amendments to the Region of Waterloo for approval.
  • Receive and facilitate legal and judicial claims filed with the City Clerk, including filing of insurance claims with the Waterloo Region Insurance Pool (WRIP), and liens served upon properties in accordance with prescribed timelines.
  • In consultation with Legal Services, track bylaw changes and updates to the Municipal Code chapters. Index and processes bylaws approved by Council to final disposition.
  • Categorization, indexing and filing of corporate and administrative policies. Uploading to document management system (Laserfiche) and the City's website (where applicable).
  • Upload executed bylaws and amended Code chapters into Laserfiche.
  • Gather and ensures a complete set of City bylaws and minutes for Council, Standing Committee, Advisory Committee and Special Committees of Council are submitted for microfilming, binding and archiving.


 Special projects
  • Assist with special projects and initiatives regarding municipal policy and program development, including research of legislation, regulations, provincial policy and municipal best practices.
  • Assist with election activities including processing of election financial statements and contribution reports.


 Administrative support
  • Provide assistance and administrative support to the Director and Division staff including the handling of sensitive and highly confidential matters. Participate in key projects and initiatives in support of the Division's goals and objectives. Assist in budget preparation, ongoing monitoring, and monthly variance tracking/monitoring. Process divisional accounts payables and receivables, cheque requisitions, purchase orders, purchase requisitions, credit memos, Visa card payments, and prepares seminar/conference expense forms for interim and final payment. Obtain information in SAP for balances to address management enquiries.
  • Enter and maintain divisional attendance and time sheets.
  • Maintain supply inventory and processes monthly requisitions.
  • Schedule meetings, prepares agendas and takes minutes and tracks action items for divisional management team meetings and other committees as required.

Requirements:

  • Must be reliable with a good attitude and employment record.
  • High school plus up to 1 year postsecondary education in Office Administration, Public Administration
  • Minimum of 12 years related experience, including administrative support, minute taking, researching information and financial reconciliation.
  • Municipal Administration Program (MAP) or other similar designations would be considered an asset.
  • Knowledge of the Municipal Act, 2001, meeting rules/procedures/protocols, legal and procedural terminology, and records management. Demonstrated knowledge of the Planning Act regulations for statutory public notices.
  • General knowledge of the Municipal Elections Act, 1996, Planning Act, Municipal Freedom of Information and Protection of Privacy Act.
  • Knowledge and experience

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