Procedural Services Assistant

3 weeks ago

Toronto, Canada Legislative Assembly of Ontario Full time

Keeping Ontario’s Legislative Assembly running smoothly takes many talented people, doing many different jobs—from camera operators and committee clerks, to purchasing officers and researchers. The Office of the Assembly is dedicated to serving Ontario’s Parliament.

Together, we provide non-partisan administrative and procedural services to all MPPs, as well as operational support for the daily activities of the Legislative Assembly of Ontario. Our success is determined by the strength and diversity of our staff and by supporting our core values: integrity, inclusiveness, collaboration and excellence.

Click here for a detailed look at the job description.

This position provides administrative support services to the Clerk of a standing or select Committee of the Legislative Assembly, including the provision of information regarding committees to Members/their staff, Caucuses, Ministries, offices of the Assembly and the public.

**What You’ll Do**:
**You’ll act with integrity to**:

- Provide timely and accurate legislative information to Members of Provincial Parliament (MPPs) and their staff, officers and staff of the Assembly, ministries, Cabinet Office, lawyers, interest groups and the general public by reviewing, researching, consulting the records of the House and Committees and answering inquiries on routine procedures and matters before the House and its Committees.
- Consult with senior staff in the Branch to improve work processes, take corrective action and resolve production problems as required.
- Maintain records for financial commitment and control of expenditures by preparing invoices for payment and assisting in preparing budget forecasts; processing and maintaining records of Members’ and Assembly staff expense reports to reconcile amounts claimed and paid, distributing expense cheques as required; and coordinating and maintaining records concerning Private Bills.

**You’ll support our collaboration as you**:

- Provide coordination and administrative support for committees of the House in accordance with Committees practices and requirements through: creating and maintaining paper and electronic filing systems/databases, contact lists and witness lists; scheduling witnesses and providing information regarding the hearing process and related protocol; assisting Committee Clerk in making transportation and accommodation arrangements for traveling committee members and staff; preparing and distributing agendas, schedules, exhibits, reports, and research and briefing materials; compiling and recording exhibits, research material and background information, ensuring confidential material is protected; preparing reporting formula for reports to the House; assembling relevant material for the introduction and First Reading of Private Bills as required; preparing minutes of meetings; maintaining statistics for publication in Committee Business Information Summaries; assembling, documenting and transmitting official documents to Ontario Archives, Legislative Library and depository libraries; and coordinating office management and ensuring adequate office supplies and services are maintained.
- Maintain records for financial commitment and control of expenditures by preparing invoices for payment and assisting in preparing budget forecasts; processing and maintaining records of Members’ and Assembly staff expense reports to reconcile amounts claimed and paid, distributing expense cheques as required; and coordinating and maintaining records concerning Private Bills.
- Provide back-up relief to the Receptionist/Information Clerk, including administrative support when required.
- Perform other related activities as required. Keeps up-to-date on related skill development in order to use any new technologies or processes as required.

**How You Qualify**:
**You demonstrate excellence through your**:

- Completion of a post-secondary diploma program and/or equivalent of more than six months work-related/on-the-job experience to provide a variety of administrative support services in the preparation of committee operations and to research and respond accurately to inquiries and refer queries to appropriate office.
- Working knowledge of the Office of the Assembly, Parliamentary Officers, the Standing Orders, various Statutes of Ontario and proceedings of the House and its Committees.

**If you join our team, you can expect**:

- A comprehensive benefit and pension package
- Access to an employee and family assistance program
- A dynamic work environment
- To work with a team of dedicated professionals
- To be encouraged and supported to grow your career through training and development
- Long Service Recognition Awards

While we appreciate your interest in obtaining employment with the Legislative Assembly of Ontario, only those selected for an interview will be contacted.

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