Legislative Assistant

6 months ago

Halifax, Canada Halifax Regional Municipality Full time

**Job Posting**
- The Legislative Assistant performs specialized executive administrative work of a complex nature under the limited supervision of the Municipal Clerk. In addition to attending and providing support to Regional Council meetings, the Legislative Assistant is accountable for the coordination of activities in support of the operation of Community Councils, Boards and Committees. A good knowledge and understanding of the organization, its policies and procedures is necessary in order to provide accurate and timely information to internal and external customers.**DUTIES AND RESPONSIBILITIES**
- Attends meetings of Regional Council, Community Councils, Boards and Committees with the purpose of recording proceedings and completing meeting follow up including: advising all parties of decisions and prepares official minutes.
- Serves as the key entry point for internal and external communication dealing with Community Councils, Boards and Committees
- Coordinates all aspects of meetings of Community Councils, Boards and Committees (ie. formulates agendas, obtains/prepares/distributes background material, schedules presentations, updating and maintaining website(s), and coordinates all other arrangements for meetings).
- Works in the public realm and a political environment, requiring a strong sense of professionalism and political astuteness.
- Maintains a working knowledge of provincial/municipal legislation and regulations having relevance to the function of Regional Council/Community Councils/Boards and Committees and the Office of the Municipal Clerk.
- Understands issues impacting HRM and is knowledgeable of federal and provincial issues which impact municipal government.
- Exercises discretion, initiative, tact and alertness and a high degree of confidentiality in dealing with administrative and politically sensitive matters.
- Provides a wide variety of information and assistance to various internal and external contacts by researching records, minutes, correspondence and documents relating to matters raised at meetings.
- Prepares and maintains records such as minutes, correspondence, petitions and meeting files.
- Responsible for meeting filing and documentation.
- Assists other Legislative Assistants, as needed.

**QUALIFICATIONS**

**Education and Experience**:

- Undergraduate degree/applicable college diploma in public administration, business administration or related field
- Three years’ related experience, or suitable combination of formal education/experience
- Expertise in use of computers & related software(ie Microsoft Office Suite, Windows Operating Systems,& Adobe Acrobat)
- Demonstrated experience & required skills to communicate/interact with wide cross section of staff, elected officials & general public
- Excellent organizational, time management/problem-solving skills with ability to coordinate multiple tasks efficiently
- Demonstrated ability to exercise sound judgment & discretion in all situation

**Technical/Job Specific Knowledge and Abilities**:

- Must possess a high level of communication skills (oral and written) and have the ability to meet and deal tactfully with elected officials, staff and the public in interpreting, explaining and providing giving information regarding Council, Community Council, Board and Committee proceedings.
- Excellent organizational and problem-solving skills.
- Ability to work effectively under strict timeframes/deadlines often under pressure.
- Proficiency in use of computers and various software.
- Required to work flexible hours, including evenings, at various locations throughout HRM.
- Ability to record discussion of a technical nature with high accuracy and considerable speed which requires above average listening skills.
- Ability to maintain objective during discussions of issues, often of a controversial and/or sensitive nature.
- Certificate in Municipal Administration would be an asset.
- Knowledge of services provided within HRM & Municipal Government structure & Council proceedings is considered an asset.
- Knowledge of general HRM policies & procedure as set out in Administrative Order One, Respecting the Procedures of the Council, the Public Appointment Policy,& municipal & provincial legislation relevant to the Municipal Clerk's Office considered an asset.

**Security Clearance Requirements**: Applicants may be required to complete an employment security screening check.-
**Competencies**: Communication, Customer Service, impact and influence, teamwork and cooperation, values and ethics and value diversity**WORK STATUS**:Temporary, Full Time (up to 12-months)**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 Council and Committees of Council.**SALARY**: Non-Union, NU4 $52,380 - $72,020**WORK LOCATION**: City Hall - 1841 Argyle Street, Halifax, NS**CLOSING DATE**: Applications will be received up to 11:59pm on Thursday

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