Council & Legislation Assistant

6 months ago

Halifax, Canada Halifax Regional Municipality Full time

**Job Posting**
- Halifax Regional Municipality (HRM) Legal & Legislative Services business unit is looking for an individual to fill a permanent position of **Council & Legislation Assistant**.- The position is part of the team in the Office of the Municipal Clerk where quality customer service is provided in a very active, fast-paced working environment. There is on-going interaction with elected officials, the public and staff at all levels. The position requires a high degree of initiative, and flexibility with strong communications skills in an administrative and political environment. This position reports to the Council Coordinator.
- **DUTIES AND RESPONSIBILITIES**:
**Council Agenda/Meeting**
- Assists in the preparation of Regional Council, agenda packages,& liaises with elected officials & staff
- Coordinates with the Legislative Assistants in preparation of meeting agendas
- Oversees & updates various Council agendas & related files
- Reviews confidential/sensitive information,& if required, determines appropriate course of action by demonstrating a high degree of professionalism by exercising sound judgement in dealing with sensitive issues/situations
- Maintains electronic meeting packages of Regional Council ,ensuring their accuracy, completeness,& adherence to legislation & procedures
- Processes draft & approved meeting minutes as part of Regional Council meeting follow-up
- Responsible for the Halifax.ca web presence for meetings of Regional Council, ensuring timely & accurate web postings which comply with legislative & technical requirements
- Responsible for all calendars that provide notification for all meetings of Regional Council & Committees
- Delivers other support for meetings of Council as required,including logístical,technical,administrative, & customer service-related tasks
- Maintains records which include hard copy & electronic Legislation (By-Laws and Administrative Orders)
- Responsible for identifying,processing & maintaining newly introduced,amended & repealed HRM By-laws,Administrative Orders & other policies
- Issues public advertisements related to By-laws when approved by Council
- Prepares & posts legislation to the website
- Advises members of staff on procedural requirements on legislation approval & adoption
- Prepares custom certification letters & packages
- Maintains hard copy & electronic files

**Administrative Duties**
- Manages & responds to inquiries
- Performs research activities,records retrieval
- Maintains a working knowledge of provincial/municipal legislation & regulations having relevance to the function of Regional Council meetings & the Office of the Municipal Clerk
- Maintains a high level of political acuity,exercises discretion,tact & high degree of confidentiality when dealing with administrative & politically sensitive matters
- Demonstrates sound background knowledge of Council topics,maintains awareness of Council’s strategic mandates & outstanding issues
- Provides information on Council & other meeting-related processes to external/internal clients

**QUALIFICATIONS**:
**Education & Experience**:

- Grade 12 & a business diploma,plus three years related experience
- Expertise in use of computers & related software (i.e.Microsoft Office Suite,Windows Operating System,& Adobe Acrobat)
- Experience with SAP, Open Text, SharePoint, Zoom and Drupal considered an asset
- Demonstrated experience & the required skills to communicate & interact with a wide cross section of staff,elected officials & general public
- Excellent organizational,time management,& problem-solving skills with the ability to coordinate multiple tasks efficiently
- Strong attention to detail with demonstrated ability to accurately edit & proof-read
- Demonstrated ability to exercise sound judgment & discretion in all situations

**Technical/Job Specific Knowledge**:

- Must be able to deal effectively with the public & elected officials
- Knowledge of services provided within the Municipality & Council proceedings considered an asset
- Knowledge of general HRM policies & procedures as set out in Administrative Order One,Respecting the Procedures of the Council & municipal & provincial legislation considered an asset
- Demonstrated experience with managing web content is considered an asset
- Demonstrated knowledge of & experience with records is considered an asset

**Security Clearance Requirements**:Applicants may be required to complete an employment security screening check- **Competencies**:Customer Service,Teamwork & Cooperation,Networking/Relationship Building,Valuing Diversity,Managing Change, Analytical Thinking,Communications,Organization & Planning,Values & Ethics
- **WORK STATUS**: Permanent full time
- **HOURS OF WORK**:Monday to Friday, 8:30 am to 4:30 pm, 35 hours per week with a requirement to work overtime as may be required to meet the demands of Regional Council support
- **SALARY**:Non-union - NU2 $47,290-$61,200.Compensation is commensurate with exp

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