Legislative Coordinator

2 weeks ago

Victoria, Canada The Corporation of The City of Victoria Full time

**Job Description**:
**Competition #23/192**

**Internal/External Posting**

**Closing date: September 7, 2023**

**Legislative Coordinator (Continuous)**

**Legislative & Regulatory Services Department**

**POSITION FUNCTION**

Under the direction of the Deputy City Clerk, the Legislative Coordinator provides specialized administrative support to the Legislative Services Department. In this role, you will deliver legislative and technical support for various meetings of Council, City Taskforces/Advisory Committees and administer access to key information for internal and external stakeholders.

**KEY DUTIES**

**Council and Committee**:

- Propagate tasks and motions of Council, including various forms of notification, record-keeping and triannual action tracking to an operational level.
- Transcribe minutes for Council and Committee meetings and use meeting management software to interface with webcasting.
- Craft introductions for agenda items and prepare motions for display during meetings.
- Maintain records of unfinished business and pending motions, ensuring seamless transfer of reports and committee decisions/recommendations are provided to the next appropriate decision-making level as required.
- Receive, edit and forward reports for accuracy and completeness prior to approval by City Manager.
- Prepare, maintain, and file confidential records from Closed Council meetings.

**Administrative Functions**:

- Support advisory committees through agenda creation, minute-taking, recruitment stakeholders regarding committee resolutions processes, and providing clerical procedural advice.
- Monitor and update website content, such as public notices, events, council info; assist with open access initiatives, and governance strategic plan objectives.
- Respond to, outside agencies, Council and other Departments regarding Committee business, process requirements, bylaws, policies and procedures, and other department and City information.
- Coordinate the set-up of meeting facilities with cross-departmental staff.
- Liaise with internal and external parties to coordinate reports and presentations to Committees.
- Assisting with open access initiatives, and governance strategic plan objectives.
- Research and retrieve historical reports, agreements, minutes and other records as required.
- Manage the reporting process, including copy-editing and writing standardized reports.
- Research property legal description and property owner information
- Receive and process invoices and payments as required.
- Coordinate filing and records systems; serve as back-up for department coordinator.
- Prepare correspondence for Deputy City Clerk and City Clerk.
- Assist with municipal elections, including developing internal/external documents, assisting with planning/coordination, and respond to enquiries from the public.
- Support recruitment process for Council-appointees to Boards and Committees, including creating and updating on-line forms, data entry, website updates, and advertisement placements.

**Technical Support**:

- Provide technical advice, training and guidance on Council processes, related tools such as meeting management software & various trackers to internal/external stakeholders.
- Coordinate, add and edit website content including adding meetings to the Community Calendar, linking to agendas.
- Troubleshoot systems issues as needed, collaborating with internal technical support staff and third-party service providers.
- Provide technical advice, training and guidance to user departments on the specialty software, Action Tracking, and other processes and requirements.
- Perform related duties.

Perform related duties.

**INDEPENDENCE**

Work is generated according to Council and Committee activities and by departmental requirements and is reviewed upon completion. Issues such as approval of agendas and minutes and late agenda items are referred to supervisor.

**WORKING CONDITIONS**

**Physical Effort**:

- Sit with arms unsupported while keyboarding. (frequent)

**Mental Effort**:

- Meet Council and committee timelines. (often)
- Long periods of intense concentration while taking and transcribing meeting minutes. (frequent)

**Visual/Auditory Effort**:

- Focus on a variety of source data and computer for short periods. (frequent)

**Work Environment**:

- Office environment with frequent public attendance.
- May be required to work irregular hours on occasion. (premium item)
- May be required to work off-site, such as for elections, building renovations, or special meetings.

**KEY SKILLS AND ABILITIES**
- Ability to multitask in a high-pressure environment while maintaining a high level of attention to detail.
- Ability to problem solve and troubleshoot technical issues under strict time limits.
- Knowledge of municipal government legislation and processes, including Local Government Act, Municipal Act, Community Charter and Council Procedures Bylaw
- Ability to type minutes in real time and transcribe

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